A quick map of the main CoolFocus areas and where to begin.
Interactive Arcade walkthroughs for Organizational Settings, home overview, Inbox, notifications, Scheduler setup, and creating forms and booking questions.
Which CoolFocus actions can add a text messaging usage fee to your invoice (Inbox, appointment reminders, staff SMS notifications, mobile forms/consents, portal access texts, scheduler confirmations, etc.).
Choose client-facing languages for your organization, understand what they affect in CoolFocus, and how Core, Plus, and Premium packages differ.
Create staff notices that appear on Home, on the Scheduler, and on the client's appointment — including from an Inbox conversation.
Upload or remove a profile photo on clients, donors, volunteers, staff, contacts, and organizations from the initials circle on the record.
Use the command menu (Cmd/Ctrl+K) and keyboard shortcuts to navigate, search records, and take common actions without the mouse.
How WayCool uses database replicas, point-in-time backups, retention schedules, and audit logs to protect and restore customer data.
Start here for Organization Settings, Plan & Billing, and Security (Users, User Groups, logs, IP, and more).
How to understand and manage staff user accounts in CoolFocus.
How invitations work when adding a new person to CoolFocus.
Set which areas and pages staff can open, whether they are a module admin for a module's settings, and whether they can view, add, edit, or delete.
How Client, Donor, Volunteer, and Staff involvement flags work on one Contact record — and why segments and links depend on them.
Customize how you greet your clients in text messages when sending mobile intake forms or consent documents, as well as secure text messages that tell them they have an update in their client portal.
Use IP address settings to limit where people can sign in from.
Review staff sign-ins, failed logins, logouts, and blocked IP addresses under Settings → Security → Security Log.
Choose client-facing languages for your organization, understand what they affect in CoolFocus, and how Core, Plus, and Premium packages differ.
Use Filters to find a specific group of records based on certain criteria. Most of your "reporting" can be done through filters. Save your filters (called a Segment) to create your own report that can continually be used again.
Group people who share a home; preferred path for couples and spouses.
How shared relationship records fit across clients, donors, volunteers, churches, and partners for Love INC affiliates.
Change an existing record to the correct type from the Actions menu without creating a duplicate record.
Upload files with Create Attachment; find them on the record’s Activity tab (there is no separate Attachments tab). Limits, Activity Type, and export notes.
Log letters, faxes, and other hand-recorded contacts on a person or case timeline.
No separate intake form anymore. Forms go on the appointment to client/case/visit — including how to find paperwork that was sent but not submitted yet.
How to use client records as the shared starting point for identity, contact details, relationships, and history.
How cases differ from visits, and how to track ongoing care, follow-up, goals, tasks, and history across multiple interactions.
Quick reference: an appointment is time on the schedule; a visit is the care record created when the client is present and you Start Visit.
How booking creates the client, forms hold and apply answers, and Start Visit creates the case/visit — including matching, pending review, and walk-ins.
How the built-in Ultrasound chart is organized (Scan and Baby sections) and how physician review works on the visit.
Open the Visit Board from Scheduler; customize statuses under Settings → Scheduler Settings → Visit Board (not Care Settings).
When to use client forms vs staff charts in CoolFocus Care, including mapped fields and how they work together on a visit.
How physicians open, review, and sign off visits waiting in their review queue.
How counselors record abortion-risk assessment checkboxes on the visit counseling chart, and how that sets Initial Assessment on the case.
Share visit results and files in the Client Portal, and send a secured message so the client gets a text link to sign in and review the information.
After sign-off, charts lock. Correct with late entries, addendums, or amendments—not by editing the original. Admin reset/unlock when the form must reopen.
See a client’s points balance, give points, record class attendance, and shop for items from the Points tab.
Catalog items and on-hand stock in Points & Inventory (Premium subscription), including receiving donated goods from in-kind gifts.
How Points & Inventory works today: catalog items, stock, checkouts, Register, and client points.
A clean starting point for conversations, assignments, replies, and follow-up.
How staff should think about outbound SMS from CoolFocus.
Quick guide: when regular SMS is fine and when to use a secured message instead.
How to keep Inbox work organized from first message to resolution.
How to read the yellow delivery warning cards shown in Inbox when a text message cannot be delivered.
Practical habits for keeping conversations useful, secure, and actionable.
What the Unresolved Texters mailbox means, how Unknown Texter and Anonymous Text differ (same meaning, different label history), and how to identify those people.
How to combine duplicate conversations while keeping the message history.
Ways to reach several people by text, how to send a picture or flyer, and what's coming for whole-list text campaigns.
Add an embeddable chat bubble to your website. Visitor chats open in the Inbox for CoolFocus Premium subscriptions.
Serve Staff and Volunteers lists: involvement flags, training, paperwork columns, combined pickers, and when to mark someone Staff vs Volunteer.
Serve overview: Volunteers vs Staff lists, dashboard cards (Active Volunteers, Training Complete, Mentoring Sessions), and Serve → Mentoring (not Outreach).
What positions are, how they link to Staff and Volunteers, and how to set them up for the first time.
Find Mentoring under Serve → Mentoring (not Outreach). Track supportive relationships over time.
How appointment types, locations, resources, staff, and coverage work together.
Hide client names from the scheduler calendar card per appointment type for privacy and security.
Why CoolFocus keeps only client appointments on the scheduler, where staffing, closures, and notices live instead, and what to do with all-day appointments carried over from CoolFocus 3.
Step-by-step first-time Scheduler setup: locations, appointment types, staffing, booking rules, resources, and closures.
The SMS/text or email introductory message that clients receive when forms and consents are sent prior to an appointment (Scheduler Settings → Intake Message)
Link a client to an existing appointment so Start Visit is available.
What the corner icons mean on appointment squares: blue clock, green bell, no-show slash, and more.
Set up automatic and manual appointment reminder texts, then send reminders to clients from Scheduler. Note: Plus or Premium subscriptions are required for Automatic Reminders and additional Language options.
How staff get notified when a client books online (New Online Booking alerts).
How your sign-in account connects to a People record, volunteer involvement, scheduler positions, My Schedule, and Home appointments — and what to check when a view looks empty.
Select several appointments on the list and send linked intake forms and consents in one action.
Review completed client forms on the appointment before Start Visit; outstanding (unsubmitted) items also live on the appointment, not an old intake list.
How donor relationships, contributions, funds, recurring gifts, and fundraising records fit together.
Donor records, gifts, soft credit, and why spouses are separate people in a household.
Use funds and sources to understand where gifts belong and where they came from.
Build a Contributions (or Donors) segment by Date Received for a quarter, year, or custom period — the CoolFocus path for Receipts by Date–style gift lists.
How online giving setup, donation forms, payments, recurring gifts, and payouts fit together.
How to create donation forms for the Donate button(s) on your website, or QR codes for your fundraising event materials. Describes next steps after new CoolPay onboarding.
How CoolPay transactions turn into contribution records and settled bank deposits, including where to see destination bank details on payouts.
Why allowing Automated Clearing House (bank account draft) transactions lowers donor fees but shifts the return/fraud risk to your organization, and how to enable it per donation form.
What donors see on bank and card statements for CoolPay gifts (JFI*), how to customize the text after JFI* (22 characters), and how to request a change through Support.
A starting point for lead sources, campaigns, templates, email, text, and printed communication.
CoolFocus has no standalone public newsletter or text sign-up form. What exists today, and how to build a list from an outside form.
What reports are and when to use them instead of scrolling record lists.
How to save a filtered list as a segment: Filter, Columns, Save As… / Save Grid As…, Segment Name, Save Segment — and where it shows up later.
How Center Overview and Center Statistics count tests, at-risk visits, Changed Minds, Care Net months, prenatal vitamins, and material assistance.
What Center Overview and Center Statistics mean: distinct/new/repeat clients, intentions, tests, ultrasounds, and where material counts come from.
Why Care Net, Center Overview, New Clients, and Changed Minds can disagree — and why that is expected.
Love INC programs and classes, plus Mentoring under Serve → Mentoring for ongoing support relationships.
How Love INC teams track assistance that involves outside partners, authorizations, and community services.
Track service or support a person received through Love INC workflows.
How Love INC teams track the need someone asks for, what was checked, and what help was provided.
Start here for CoolFocus data migration: overview, flow, and links to plan, file prep, import wizard, and cleanup.
Format CSV/XLSX/XLS files: headers, one row per record, source IDs, lookup cleanup, and update-mode columns.
Step-by-step import wizard: upload, map columns, match lookups, preview, background processing, and review.
