Set up your workspace
Program administrators who are setting up a new workspace before pilot
Work through the checklist in order
The checklist takes a new workspace from empty to ready for a first intake. Each step has an owner and a status. A workspace cannot go live while a required step is not started.
- Only a workspace administrator can complete the first administrator step and the go-live step
- Practice records are clearly marked and never appear in grant counts or exports
- Every completed step is logged with person and time, without survivor details
Checklist steps in order with owners
Follow the order below. Owners show who can complete the step.
Confirm workspace and programs, owner Administrator
Confirm workspace and programs. Set service areas and counties served. A workspace needs at least two active administrators before it is ready.
Invite first administrators, owner Administrator
Invite the first administrators through sign-in and confirm they can sign in. Set roles with minimum necessary access. Deactivation takes effect at once.
Publish intake and consent forms, owner Administrator and Supervisor
Publish intake and consent forms. Only published templates are used on live screens. Published versions are never edited in place. A new consent supersedes the old one.
Set backup coverage and program settings, owner Administrator
Set backup coverage, service hours, response expectations, emergency wording, after-hours options, neutral display name, quick-exit destination, and notification wording. Quick exit cannot be turned off by a template.
Set lists, statuses, and report mapping, owner Administrator
Set service and referral lists, referral status order, and report mapping. Inactive values stay on old records but cannot be chosen for new ones. Report mappings are versioned by date.
Run test intake, test referral, and test report, owner Supervisor
Run a test intake, test a referral with current consent, and run a draft grant count. Flag test records as test. Test records never enter grant counts.
Check accessibility and quick exit on a phone, owner Administrator
Check keyboard use, labels, contrast, and quick exit on a phone at the largest text size. Launch-blocking accessibility defects must be resolved before pilot acceptance.
Test intake, test referral, and test report
A test run uses sample records only, clearly labeled as sample. It proves the steps work before survivor access opens.
Test intake
Submit a sample intake through the safe link, review it in the queue, run the duplicate check, and create or link a case.
Test referral
Record a sample consent, send a referral to a test partner, confirm accept, record first connection, and close it.
Test report
Run a draft VAWA or VOCA count for the test period, review de-identified counts, and confirm small groups are suppressed.
Notifications, page titles, and audit text never include survivor detail. Exports default to the de-identified field set and are logged with purpose and expiry.
Written go or no-go approval before survivor access
The go-live review lists open items such as unapproved roles, unpublished templates, and missing after-hours routing. Demonstration alone is not acceptance.
- Functional, security, accessibility, and integration tests pass
- Staff training is done by role and recorded by date
- Policy configuration and data validation are confirmed
- Written approval is recorded with approver name and date before pilot opens
All work, hosting, storage, backups, logs, and support access stay inside the United States. Encryption in transit and at rest, audit trails, secure backup and recovery, and incident steps are part of the review. Read Security and privacy and Accessibility for the plain accounts to share with buyers.
Read next
Guides you will use during setup and pilot.