Practitioner Support

Simply click on the following link to log in to your account: https://app.gumbootfriday.org.nz/login

So you can easily access the platform, we recommend adding this link to your browser’s bookmarks.

To reset your password, please follow these steps:

1. Go to the login page: https://app.gumbootfriday.org.nz/login
2. Click on the 'Forgot Password' link.
3. Enter your email address associated with your account.
4. You will receive an email with instructions on how to reset your password. Please make sure to check your spam folder if you don't see the email in your inbox.

To update the email address associated with your account, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page.
3. Select 'My Profile & Settings' from the dropdown.
4. Click on the 'Security' tab. In the 'Change email address' field, enter your new email address, and then click the 'Change' button.
5. An email will be sent to your new email address with the subject line 'Confirm your new email address.' This email will contain a code that you need to enter in the 'Confirmation code' field.
6. Click the 'Confirm' button to complete the process of updating the email address associated with your account.

To set up your availability for the first time, please follow these steps:

1. Log in to the platform using your account credentials.
2. A popup will appear, reminding you to set your availability.
3. On the left-hand navigation, click on 'My Availability.'
4. Click the relevant option from the dropdown list to set your availability. The availability setting (i.e. within 1-2 days, within 3-5 days, etc.) is only indicative. After making contact, you and the young person will agree on a date and time for a session.

If we notice that your availability hasn't been updated in a while, we'll send you a reminder email asking you to update it. 

Alternatively, you can log in to the practitioner platform to update your availability at any time. To do so, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on ‘My Availability’.
3. Click the relevant option from the dropdown list to set your availability. The availability setting (i.e. within 1-2 days, within 3-5 days, etc.) is only indicative. After making contact, you and the young person will agree on a date and time for a session.

To update your public profile information, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page.
3. Select 'My Profile & Settings' from the dropdown.
4. Here, you can update your profile as you like.
5. When you're finished making changes, don't forget to click the ‘Save’ button.

To view your public profile, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page, then 'View Public Page'.

Alternatively, you can search for your name on the Youth Platform: https://help.gumbootfriday.org.nz/

To upload your new Annual Practicing Certificate, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page.
3. Select 'My Profile & Settings' from the dropdown menu.
4. Select the tab 'Qualifications'.
5. Click on the bin icon to delete your certificate.
6. Upload your new certificate and its expiry date.
7. When you're finished making changes, don't forget to click the ‘Save’ button.

To hide your public profile, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on ‘My availability’.
3. From the dropdown list, select ‘Currently unavailable’.

To update your practice location, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page.
3. Select 'My Profile & Settings' from the dropdown menu.
4. Here, you can update your practice address.
5. When you're finished making changes, don't forget to click the ‘Save’ button.

On the platform, practitioners are displayed in two ways: as a grid or on a map.

If you don't offer in-person sessions, rest assured that your address will not be made public. Your profile won't appear on the map.

As a practitioner offering in-person sessions, we do require an address in order to display your profile on the map. If you are uncomfortable sharing your address, you can simply enter your street address or a nearby location.

We totally get it if you're hesitant about sharing personal information, like your hobbies, on your public profile. Our feedback from young people shows that they often struggle to reach out to mental health practitioners due to a fear of not connecting. This is why we suggest adding your hobbies to your profile - to help young people decide if they are comfortable connecting with you.

‍

You’ll receive an email notification each time a young person contacts you.

To read a new request, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Requests'.Your requests are sorted by the newest ones at the top. Look for requests labelled as 'New'.
3. Click on a request to open and read its content.
4. Once you have replied, make sure to change the message status to 'Replied to'.

You must only ever proceed to change the status to ACCEPTED if both you and the young person have confirmed a session date and time.

To update the status of a request, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Requests'. Identify the request you want to update and click on it.
3. Next to the label Message status, click on ‘Edit’
4. Select one of the available options from the dropdown list.
5. Click the ‘Save’ button.

To ensure that all requests are promptly and appropriately addressed, we kindly request you to keep your request statuses up-to-date.

Here's what each status means:

• Replied to – you have responded to the request and are waiting for a reply from the young person.
• Accepted – you will take care of the young person as a client and have booked a session.
• Declined – you have declined the request and have notified the young person.
• Unresponsive – the young person has not responded to your message(s) and you are unable to proceed any further (if the client does not respond to your email or text within 72 hours, you could consider this client unresponsive).

You must only ever proceed to change the status to ACCEPTED if both you and the young person have confirmed a session date and time.

The "Accept" status should be used immediately when you and the client have both confirmed your first session together.

When working with a request, please ensure you are logged in and checked the request's status prior to confirming a session. This is to verify that the prospective client has not already been "Accepted by a peer". The platform does not allow a client to be accepted by multiple practitioners.

After you "Accept" a request, please add them as a client directly after using "From Gumboot Friday" in the New client section.

This two-step process helps us forecast our funding, and gives you time to gather the information required to add new clients, such as school level, referral source, region, and so on. We encourage you to enquire for this information during your initial conversation when scheduling your first session. This data is essential for our fundraising to support the platform, and directly contributes to our sustainability. If required, you can clarify to the young person that this step is a required procedure of Gumboot Friday’s system.

To ensure that young people receive timely and consistent care and avoid feelings of distress caused by extended waiting periods, we have introduced a feature that allows them to make contact with up to three preferred practitioners at once, and eventually select the one they feel is best for them.

If a request is marked as 'Accepted by peer,' it indicates that another chosen practitioner has been in contact with and confirmed they will provide care for the young person.

When we tested the new platform, we found that one of the biggest hurdles was young people feeling like they were "locking in" when picking one practitioner and freezing out of fear that they could pick the wrong match or not be responded to. Our solution is letting youth reach out to a few practitioners at a time, and "locking in" with one when both sides have confirmed they will book a session.

Equally important, when testing the new platform many practitioners expressed that unresponsive clients were stressful. It was hard to know what happened, and if someone had a Duty of Care. To give more clarity around this, “Accepted by peer” is made visible to show a young person is in contact with another practitioner.

When a request to multiple practitioners is sent through Gumboot Friday, it’s made clear that only one practitioner should be seen at a time. It’s possible that the young person has forgotten or missed this, so we ask you clarify this with the young person if it arises.

We realise that this change adds a new requirement, but we request your support with this change, as it is important young people are given every chance to find the right therapist for them. We know you understand it's important not to pressure or urge them to reconsider their decision. We also ask that you ensure they understand there is no pressure to choose you, and that it’s not in any way awkward if they decide to see a different practitioner.

If the young person wants to change their choice, this can be done in two ways.

1. The preferred option is to contact the other practitioner who has accepted the request for a discussion. You can email them by clicking the information icon beside Accepted by peer. If the request was accepted recently (within 24hrs), you can discuss who should adopt the duty of care, and they can change "Accepted" back to "Replied to", allowing you to Accept the request.
2. The second option is to drop us a brief email to let us know, and providing we approve, add them using “From my practice”.

We do not mediate these situations. We trust our practitioners and expect they use our platform collaboratively, conduct themselves ethically and always prioritising the best interests of our young people.

When a request to multiple practitioners is sent through Gumboot Friday, it’s made clear that only The "Quick notes" feature in your client's "Care Focus" section allows you to note anything important regarding a client that you want to keep track of on the Gumboot Friday platform. Please note that while I Am Hope does not access your clients' Quick Notes in day-to-day operations, we may encounter them when maintaining the platform's data or review them in the event of an emergency.

To add a new client, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Clients', then 'New Client'.
3. Under the 'Add a new client' section, choose the relevant option based on where the client is coming from:
   
   a) From Gumboot Friday
   If you are adding a client from a Gumboot Friday request and have already confirmed a booking date and time with this young person, select 'From Gumboot Friday'. Then, select the relevant request from the provided list. Some fields will be automatically filled out for you.
   
   b) From your practice
   If you are adding a client from your own practice, select 'From my practice'.
   ‍
4. Fill out the form with the required information.

5. Finally, click on the 'Create client' button.

We kindly request that all sessions be entered into the system before they occur.

We do not permit the creation of sessions with past times. This policy ensures that we maintain accurate control over fund allocation and enables us to have a clear view of future distribution. This approach is essential for the sustainable management of the Gumboot Friday fund.

‍

To add a session booked with a client, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Clients', then 'List'
3. Locate your client by either using the search bar or scrolling through the list, and click on the arrow at the end of their line to navigate to their profile.
4. At the top right corner, click on the 'New session' button.
5. Next to the label 'Add session', fill out the fields date, time, and location.
6. Finally, click the 'Save' button to save the session details.

To view your session list, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'List'.
3. Here, you will be able to view your session list.

To view your session agenda, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'Agenda'.
3. Here, you will be able to view your session agenda.

To import your Gumboot Friday calendar into your Google Calendar, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'Agenda'.
3. Click the ‘Copy iCal Link’ button to copy your private calendar link.
4. Go to your Google Calendar: https://calendar.google.com/
5. On the left, next to 'Other calendars', click the + sign, then select ‘From URL’.
6. Paste the URL.
7. Click ‘Add calendar’. The calendar will appear on the left, under 'Other calendars'.

Please note that this calendar import feature is subject to the limitations and restrictions of external calendars like Google Calendar, Outlook Calendar, etc.

To update a session as completed and trigger a future payment, please follow these steps:

1. Log in to the platform using your account credentials.
2. From your Dashboard, scroll to the 'Sessions Needing Update' section and identify the relevant session. Click on 'View'.
3. Click the pencil icon to edit the session.
4. From the status dropdown menu, select 'Completed'.
5. Click on the check icon to save your changes.

To change the date and/or time of a session, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'List'.
3. Click the pencil icon to edit the relevant session.
4. Click on the date and time field and make your changes as required.
5. Click on the check icon to save your changes.

To update a session as cancelled or no-show, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'List'.
3. Click the pencil icon to edit the relevant session.
4. From the status dropdown menu, select either 'Cancelled' or 'No show'
5. Click on the check icon to save your changes.

No, a cancelled or no show session does not count towards the two sessions initially allocated to a client.

To request additional sessions for your client, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Clients', then 'List'.
3. Locate your client by either using the search bar or scrolling through the list, and click on the arrow at the end of their line to navigate to their profile.
4. At the top right corner, click on the 'Request extra session' button.
5. Fill out the form.
6. Finally, click the 'Send request' button to send your request.

Extra funding will be allocated by the discretion of Gumboot Friday administrators. With the exception of extenuating circumstances sessions are capped at 6 for all clients.

Ensure that your session statuses are accurately updated in our platform.

If a young person cancels a session, make sure to update the status to 'Cancelled'. Once a session is completed, mark it as 'Completed'. Similarly, use the status 'No show' for sessions where the client doesn't show up.

All associated payments due and invoices will be automatically processed and created every fortnight. This automatic generation happens every second Wednesday at midnight, covering a fortnightly period from Monday to Sunday prior to the invoice generation date.

To update the status of a session, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then 'List'.
3. Click the pencil icon to edit the relevant session.
4. From the status dropdown menu, select either 'Completed', 'Cancelled', or 'No show'
5. Click on the check icon to save your changes.

Payments are made on a fortnightly basis. To view when a session will be processed for payment, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then ‘Agenda’.
3. Click on the relevant session.
4. A popup will appear with information about when the payment is expected to be processed. Please note that if this date falls on a public holiday, the payment will be processed on the following business day.

To check if a session has been paid for, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Sessions', then ‘List’.
3. Find the relevant session. A paid session will display the status ‘Completed (invoiced)’.

Alternatively, you can navigate to the client's sessions tab, where the session will also show the status ‘Completed (invoiced)’.

To view and download your invoices, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Invoices'
3. Click on the three dots at the end of the relevant invoice line.
4. Click on ‘Preview’ or ‘Download’.

We do not currently fund no shows or cancellations. However, marking a session as "No Show" or "Cancelled" does not impact the number of sessions allocated to a client. This ensures that you can still access the same amount of funding.

We appreciate that No Shows and Cancellations put pressure on your practice. We allow practitioners to apply their own No Show/Late Cancellation policies provided they are sufficiently communicated when booking sessions with a client.

‍

To enable or disable GST, please follow these steps:

1. Log in to the platform using your account credentials.
2. Click on your name located at the top right corner of the page.
3. Select 'My Profile & Settings' from the dropdown.
4. Click on the 'Accounting' tab.
5. Toggle the 'GST enabled' field to the left to disable GST or to the right to enable GST. An IRD number is required if you enable GST.
6. When you're finished making changes, don't forget to click the ‘Save’ button.

The 'Paid' section displays the total amount of all completed payments. The 'Processing' section shows the amount currently being processed through the bank's batch payment system, which will be credited to your account within the next day. The 'Donated' section reflects the total of tax-deductible donations you have made to Gumboot Friday, based on past invoices. The 'Pending' section represents the combined total of all future payments, including all sessions in payment runs beyond the next one. This total encompasses sessions that are either 'Booked' or 'Completed'.

It's important to note that 'Pending' does not indicate the amount expected in the next payment. Instead, the next payment often reflects a portion of the Pending total (for those sessions within the forthcoming payment period) moving to 'Processing' every second Thursday, and subsequently to 'Paid'. It's unlikely that the Pending amount reaches $0, as this would imply there are no future sessions booked.

You can send our ThoughtScore questionnaire directly to your clients. This can be done at any stage — before their session to prepare or afterwards to monitor progress.

Please note that you need your client's email to send the questionnaire.

To send the ThoughtScore questionnaire to one of your clients, please follow these steps:

1. Log in to the platform using your account credentials.
2. On the left-hand navigation, click on 'Clients', then 'List'.
3. Locate your client by either using the search bar or scrolling through the list, and click on the arrow at the end of their line to navigate to their profile.
4. Under 'Self-evaluation questionnaire', click the 'Send to client' button.
5. A pop-up will be displayed, asking you to confirm that you want to send the questionnaire directly to your client. Click 'Yes' to confirm and send the questionnaire.

Once the client has completed the questionnaire, you can view their responses on their client profile. Click on 'View response' to read their report.