Dashboard
Today’s work summary
A simple view of the work that needs attention today.
Patient status pipeline
Stage-wise view of active work so staff can see where records are stuck.
Filters
Use filters to summarize patient work by program, status, district, diagnosis, and reporting needs.
Current patient records
Showing all records
| Patient ID | Name | District | Diagnosis | Status | Uploads | Share |
|---|
Selected patient detail
KYC details, restricted clinical sections, documents, and anonymized donor impact readiness.
Cases by diagnosis
Filtered automatically from the current patient list.
Work completed
Operational activity tracked for reporting.
Volunteer summary
Joined, active, and left volunteers for program planning.
My Work
Today’s work queue
Role-specific pending work, follow-ups, reminders, and shortcuts.
Report center
Choose the report by business need first. The dropdown below stays available for detailed exports.
Quick actions
Common daily actions without searching through the sidebar.
Priority work
Start with these items before routine reporting.
Quick summary
Small counts for the current login role.
Notifications and reminders
Today’s reminders from follow-ups, payments, documents, compliance, and setup items.
Patients
All patient details and search
Search by patient ID, name, contact, mental health issue, counselling type, district, or treatment status. Click the patient name to open the full record in a popup.
Patient registry
Sorted date-wise, latest first. Patient names open full details in a popup.
| Date | Patient ID | Name | DOB | Gender | Category | Contact | District | Issue | Counselling | Status | Last Update |
|---|
Add / Intake Patient
Create patient KYC and clinical record
Patient/family KYC is separated from restricted clinical notes. Clinical notes and treatment plans are visible only to Super Admin, Admin, and Counsellors.
Public patient KYC intake link
Share this link when a patient or family needs to submit KYC details. Clinical notes stay separate inside the portal.
https://portal.eeftrust.org/intake/patient
Completed / Follow-up Cases
Completed, discharged, and follow-up cases
Track cured patients, discharge notes, follow-up plans, relapse risk, and treatment completion evidence.
Outcome registry
Useful for organization performance and donor impact summaries.
| Patient ID | Name | Diagnosis | Completion Date | Outcome | Follow-up | Report |
|---|
Donors
Donor information and donations
Internal team manages donor details, donations, receipts, and anonymized impact reporting. Donor login is planned for a later phase.
Manual donor entry
Donor details are entered manually here; supporting documents can be attached if needed.
Donation summary
Funding and reporting readiness.
Donor records
Saved donor records and reporting readiness.
| Name | Type | Contact | Amount | Purpose | Last Donation | Receipt | Report | Impact Link | Action |
|---|
Volunteers
Volunteer upload and management
Manage volunteer profiles, PDF/image documents, verification, assigned programs, tasks, availability, and service hours. Volunteers cannot see patient names or patient details.
Volunteer onboarding form
Capture identity, contact, skill, availability, photo, and certificates before moving a volunteer to active status.
Onboarding checklist
These steps keep volunteer activation consistent.
Phone, email, address, emergency contact.
Display/person picture stored separately.
Education and experience documents.
Residential care, clinic, outreach, or donor events without patient details.
Volunteers see assigned tasks/programs only, never patient names or records.
Volunteer management
Search, filter, verify, activate, pause, or mark volunteers as left.
| ID | Name | Skill | Status | Program | Assigned Tasks | Availability | Education | Photo | Documents | Verification | Hours | Action |
|---|
Members
Trust member registry
Maintain member records separately from portal login users. Members can be used for printable virtual ID cards and trust administration reports.
Add member
Use this for trustees, advisory members, committee members, and regular trust members.
Member summary
Active registry for operations and ID-card generation.
Member list
Search and review all trust member records.
| ID | Name | Type | Status | Phone | Joined | Notes |
|---|
Intake Form Links
Patient intake link and internal onboarding
Share the patient KYC intake link when needed. Volunteer onboarding is managed inside the portal.
Patient/family KYC form
Public patient intake link for KYC submission.
https://portal.eeftrust.org/intake/patientVolunteer onboarding
Volunteer registration, profile image, PDF/image documents, and program/task assignment are handled inside the portal.
Suggested additional intake information
These fields help with care planning, risk management, impact reporting, and responsible donor reporting.
Clinical and care planning
- Presenting symptoms and duration
- Previous diagnosis and treatment history
- Current medication and allergies
- Risk assessment: self-harm, harm to others, crisis signs
- Substance use, sleep, appetite, daily functioning
- Assigned counsellor, psychiatrist, case worker
Consent, privacy, and sharing
- Consent for treatment and internal record keeping
- Consent for reports now and future photo/recording use if added later
- Emergency contact and guardian consent for minors
- Donor reporting permission: anonymized only
- Data access level: internal, restricted, donor-summary eligible
Volunteer profile and verification
- Display picture or person photo
- Education certificates and experience certificates
- Police/background verification status where required
- Emergency contact, languages, availability, and preferred work area
- Training completed, supervisor assigned, and program access level
Socio-economic context
- Occupation, monthly income band, employment status
- Housing situation and family support
- Referral source: family, hospital, police, NGO, self, donor camp
- Government ID type and benefits eligibility
- Financial support required and sponsorship category
Treatment journey and outcomes
- Admission date, discharge date, follow-up schedule
- Treatment plan, therapy sessions, medicine adherence
- Milestones: stable, improved, relapse, cured, left treatment
- If left treatment: reason, last contact, re-engagement plan
- Outcome notes usable for anonymized impact reports
Users & Access
User groups, permissions, and official email login
Super Admin manages Admin users and role permissions. Admin can create normal users but cannot manage Admin accounts or core roles.
Core user groups
These are the first access levels for the live portal. More groups can be added later.
User directory
Create internal team and volunteer users with official email, temporary password, and email OTP login.
| Name | User Group | Status | First Login | OTP | Action |
|---|
Create new user
The official email is used for OTP and password recovery. Each user must have a unique email address.
Access rules
Server-side role permissions are enforced for each user group.
Can access every module, create/disable Admin users, manage roles, and void audit logs with a reason.
Can create normal users and manage operations, but cannot disable Super Admin/Admin accounts or manage roles.
Can view/edit clinical notes, diagnosis, cause, treatment logs, and treatment status.
Can manage patient KYC, volunteer KYC, volunteer onboarding, and operational records.
Can view/update their own profile, upload PDF/image documents, and see assigned programs/tasks without patient details.
Master Settings
Dropdown values used across the portal
Super Admin can add or disable dropdown options without editing code. Disabled options stay in old records but are hidden from new forms.
Add dropdown option
Add districts, programs, mental health issues, counselling types, referral sources, or donor purposes.
Invoice & ID Cards
Invoice generator and virtual ID cards
Create final A4 invoices and printable ID cards without crowding the page with previews. Export opens the final design for PDF saving; email asks for the recipient address.
EEF Trust Invoice Generator
Prepare invoice details here, then export the final A4 invoice or send it by email.
Virtual ID Card Generator
Create employee, volunteer, and member cards. Export opens the final card sheet for PDF saving.
Saved invoice history
Saved invoices stay in the CRM and can be emailed, printed, and exported from Reports.
| Invoice No. | Date | Bill To | Total | Emailed | Action |
|---|
Reports
Export patient, donor, volunteer, and audit data
Generate internal operational reports, donor-readiness summaries, volunteer service reports, and audit trails. Excel export downloads CSV files that open directly in Excel; PDF uses the browser print dialog.
Report controls
Choose a module and narrow the rows before exporting.
Use printed PDF only for internal reporting. Patient exports must follow internal privacy rules.
Patient Summary
Current filtered report rows.
Operations Dashboard
Appointments, sessions, tasks, and compliance follow-up
Use this section for daily operations: appointments, counselling sessions, consent history, volunteer attendance, pending tasks, backup records, and setup reminders.
Go-live setup checklist
Quick status for items that affect daily use, communication, payments, and backup readiness.
Appointment Calendar
Scheduled appointments and next-session follow-ups by month.
Privacy and retention policy
Approved operating rule for patient, donor, volunteer, backup, and audit records.
Case outcome tracking
Record measurable progress, closure reason, follow-up, relapse/reopen plan, and outcome notes.
Task management
Assign operational, patient, donor, volunteer, or compliance tasks with priority and due date.
Compliance reminders
Track audit, renewal, board meeting, 12A/80G, CSR/FCRA, and filing reminders.
Schedule appointment
Default duration is 30 minutes.
Counselling session record
Clinical notes are restricted to Super Admin, Admin, and Counsellors.
Consent history
Record consent grant, decline, or withdrawal.
Volunteer attendance
Track service hours for long-term reporting.
WhatsApp notification space
Save placeholders now; connect WATI, Interakt, AiSensy, Gupshup, Twilio, or Meta later.
Backup register
Record database/files/full portal backups and external storage location.
Operations records
Recent appointments, sessions, tasks, reminders, backups, and policy records.
Governance & Compliance
Governance, compliance, expenses, and programs
Maintain trustee/member meetings, legal document register, expense vouchers, and outreach program records in one operational section.
Governance meeting / resolution
Record trustee/member meetings, minutes, resolutions, attendance, and action items.
Compliance document register
Track registration, PAN, 12A, 80G, CSR/FCRA if applicable, audits, and renewal dates.
Expense voucher
Record bills, vouchers, approvals, program allocation, and payment references.
Program / camp / outreach
Track programs, beneficiaries, costs, sponsors, locations, and impact summaries.
Trust administration records
Latest records from each trust module. Use Reports for CSV/PDF exports.
Audit Logs
Timestamped patient data changes
Every important change records user name, user group, record ID, date, time, action, and before/after value. Logs are visible only to Super Admin and Admin; they can be voided with a reason but never deleted.
Search audit history
Use this to review accountability across patient records.
| Date & Time | Record | User | User Group | Action | Field | Before | After | Void |
|---|
Latest visible trail
Readable by Super Admin and Admin for accountability.