# ASQ Online CHEAT SHEET for ASQ Online Setup Webinar for Program Administrators

This sheet is an accompaniment to the ASQ Online Setup Webinar for Program Administrators. Click on a link for access to a video and STEP by STEP instructions for each program setup step.

**Step 1: Enter Keycodes**  
**Step 2: Create Program Users**  
**Step 3: Add Child Profiles**  
**Step 4: Setup Classrooms**  
**Step 5: Customize Child Profile Requirements**  
**Step 6: Setup Family Access**  
**Step 6A: Setting up the URL**  
**Step 6B: Family Access Invitation Letter**  
**Step 6C: Caregiver Screening Completion**  
**Step 6D: Accepting Family Access Screenings**  
**Step 6E: Reviewing Results with Families**

## Steps

### Step 1: Enter Keycodes
**WATCH VIDEO**  
**Instructions:**
1. Click on Program  
2. Scroll down to Keycodes section  
3. Click Add  
4. Enter 16-digit alphanumeric keycode to field  
5. Click Save. (Repeat if you have multiple questionnaire keycodes.)

### Step 2: Create Program Users
**WATCH VIDEO**  
**Instructions:**
1. Click on Program  
2. Click Add Program User  
3. Enter in required information  
4. Select whether user should be a Provider or Program Admin, or both by clicking in the box next to the role  
5. Click Save. User will receive an email from the system with their username and instructions to create a password

### Step 3: Add Child Profiles
There are three ways to create Child Profiles and Caregiver Profiles in ASQ Online: Manually create Child and Caregiver profiles while logged in as a Program Admin (or Provider), have caregivers use Family Access to complete the Child and Caregiver profile information during the online screening process, or Import Child and Caregiver profile data using the import templates within ASQ Online. There are videos and instructions for each of the three options below.

#### Adding child and caregiver profiles (Manual Entry)
**WATCH VIDEO**  
**Instructions:**
1. Click on Child Profiles  
2. Click Add Child Profile from the left Quick Links menu  
3. Fill in the required fields that are noted with an asterisk  
4. Click Save. See below to add a caregiver profile to the child profile.

#### Adding a caregiver profile to the child profile
1. While on the child profile, click Add New Caregiver from the left Quick Links menu  
2. Fill in the required fields that are noted with an asterisk.  
3. Click Save.  
> Note: After adding the child and caregiver profile, you must assign the child profile to a provider user.

#### Adding child and caregiver profiles (Family Access)
**WATCH VIDEO**  
**Instructions:**
A Program Admin within a program can create a Family Access link for each questionnaire type. The program sends the link out to the parent and the parent clicks on the link and enters their demographic information, the child’s demographic information and then completes the screening before submitting the screening back to the program. The program accepts the screening and a child profile is created with the caregiver profile and screening being attached to that child. Through Family Access, the parent does all the data entry.

#### Adding child and caregiver profiles (Import)
**WATCH VIDEO**  
**Instructions:**
1. Click on Program  
2. Under left side Quick Links menu, click Import Data  
3. Click Download Data Templates tab  
4. Click Child & Caregiver Profile Data template to download template  
5. Click Requirements for Child and Caregiver Profile Data link to view the template requirements  
6. Fill in the template according to the template requirements  
7. From Import Data section, click Import Data  
8. From Import Type dropdown menu, select Child & Caregiver Profile Data  
9. Select date format from Date Format dropdown menu  
10. Click Choose File to select your file  
11. Click Import  
> Note: After importing the child and caregiver profile, you must assign the child profile to a provider user.

### Assigning child profiles and providers
**WATCH VIDEO**  
**Instructions:**

#### Assigning a provider to a child profile
1. Click on Child Profiles  
2. Click on child name link  
3. Under left side Quick Links menu, click Add Provider/Reviewer  
4. Click in the checkbox to the left of the Provider who should be assigned to the child profile  
5. Click Add

#### Assigning a child profile to a provider
1. Click on Program  
2. Under left side Quick Links menu, click Search Program Users  
3. Click on the name of the provider you would like to add child profiles to  
4. Under left side Quick Links menu, click Assign Children to Provider  
5. Click in the checkbox to the right of the child profile who should be assigned to the provider  
6. Click Add

### Step 4: Setup Classrooms
**WATCH VIDEO**  
**Instructions:**
#### Adding Classrooms
1. Click on Program  
2. Under left-side Quick Links menu, click Classrooms  
3. Click Add Classroom  
4. Enter in name of classroom and click Save  
5. Repeat steps 1-4 for additional classrooms

#### Assigning children to classrooms
1. Click on Program  
2. Click Classrooms  
3. Click on classroom name  
4. Click Assign/Unassign Children  
5. Click in the checkbox to the right of each child profile to add to the classroom  
6. Click Save  
7. Repeat steps 3-6 to assign children to other classrooms

### Step 5: Customize Child Profile Requirements
**WATCH VIDEO**  
**Instructions:**
1. Click on Program  
2. Scroll down until you see the Child Profile Required Fields section  
3. Click Edit  
4. Click in the Required and Family Access Required boxes to the left of Ethnicity and County/District  
5. Scroll down and click Save

### Step 6: Setup Family Access

#### Step 6A: Setting up the URL
**WATCH VIDEO**  
**Instructions:**
1. Click on Family Access  
2. Click Edit next to the Family Access URL you would like to edit/update  
3. All required information is available by default. Add/edit any content in the fields by typing in the fields  
> **NOTE:** Do not make any edits to the Consent field unless instructed to do so by the Account Administrator

4. To provide the option for parents to download a PDF of Intervention Activities that match the screening interval they completed for the child, select the activities packet from the Thank you page packet dropdown menu in the Thank you message section  
5. To make the Family Access URL enabled, be sure to uncheck the box to the left of Disabled  
6. To add a logo, upload the logo from your desktop folder  
7. Click Update

#### Step 6B: Family Access Invitation Letter
**WATCH VIDEO**  
**Instructions:**
1. Click on Family Access  
2. Click Edit to the right of the Family Access URL  
3. Click Edit Invitation Letter on left side under Quick Links  
4. Make any edits and then click Save Changes to preview the letter

#### Step 6C: Caregiver Screening Completion
**WATCH VIDEO**  
**Instructions:**
A Program Admin within a program can create a Family Access link for each questionnaire type. The program sends the link out to the parent and the parent clicks on the link and enters their demographic information, the child’s demographic information and then completes the screening before submitting the screening back to the program. The program accepts the screening, and a child profile is created with the caregiver profile and screening being attached to that child. Through Family Access, the parent does all the data entry.

### Step 6D: Accepting Family Access Screenings
**WATCH VIDEO**  
**Instructions:**
1. Log in as Program Admin  
2. Click on Family Access  
3. Click on There are x family access screenings to approve (or reject) link  
4. Click the Review link to the left of the child’s name to review acceptance options.

5. Click:
   a. **Accept and attach to an existing child profile: Type in the child’s name and/or DOB to see if child already exists in program.**  
   b. **Accept as a new child profile and assign to provider: If the child doesn’t exist, click on the provider dropdown menu and select the provider who will be assigned to this child**  
   c. **Accept as a new child profile without assigning to a provider: If the child doesn’t exist, and you need to view the completed screening before determining which provider to assign this child to, then select this option.**  
   d. **Reject entirely: Select this option if the screening was entered into your program in error. Selecting this option will remove the screening and it will be unable to be retrieved later**

6. Click Process

7. The child profile will appear in the Child Profiles section with the screening and the screening will also appear within Screening Management under the Screenings tab

### Step 6E: Reviewing Results with Families
**WATCH VIDEO**  
**Instructions:**
1. Click on Screening Management  
2. Next to Screenings tab, click View All tab  
3. Use Screening Search area to search for screening, or find screening from screening list  
4. Click on questionnaire name link  
5. Information Summary Sheet will appear with results for review