A quick map of the main CoolFocus areas and where to begin.
Choose client-facing languages for your organization, understand what they affect in CoolFocus, and how Core, Plus, and Premium packages differ.
How shared relationship records fit across clients, donors, volunteers, churches, and partners.
Use the command menu (Cmd/Ctrl+K) and keyboard shortcuts to navigate, search records, and take common actions without the mouse.
A plain-language starting point for managing users, invitations, permissions, security settings, and access rules.
How to understand and manage staff user accounts in CoolFocus.
How invitations work when adding a new person to CoolFocus.
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.
Set which areas and pages staff can open, and whether they can view, add, edit, or delete.
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.
Choose client-facing languages for your organization, understand what they affect in CoolFocus, and how Core, Plus, and Premium packages differ.
How to use client records as the shared starting point for identity, contact details, relationships, and history.
Open the Visit Board from Scheduler; customize statuses under Settings → Scheduler Settings → Visit Board (not Care Settings).
A clean starting point for conversations, assignments, replies, and follow-up.
What phone carriers and the national registry need before your organization can use the CoolFocus texting feature in Inbox — Privacy Policy, Terms & Conditions, Client Texting Consent Form, and first-pass approval tips.
Prepare phone and text messaging connections before using the messaging features in Inbox.
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.
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.
Add an embeddable chat bubble to your website. Visitor chats open in the Inbox for CoolFocus Premium subscriptions.
Customize Visit Board stages under Settings → Scheduler Settings → Visit Board → Visit Statuses (not Care Settings).
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.
How to send appointment reminder texts from Scheduler: staff booking confirmations, batch Send Reminders, consent skips, Messaging status, and Inbox.
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 appointment types, locations, resources, staff, and coverage work together.
See a client's completed intake forms and consents directly from the appointment, before starting the visit.
Where Scheduler settings live, including Visit Board statuses under Scheduler Settings (not Care Settings).
Configure locations, appointment types, staffing, booking rules, resources, and closures in a dependable order.
Use SERVE pages to understand people who serve with your organization.
Use mentoring pages to track supportive relationships over time.
The SERVE Module: A starting point for volunteers, volunteer services, positions, and mentoring.
Create a Time Sheet Batch in Serve to enter many staff hour records quickly with shared defaults.
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
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.
How Love INC teams track the need someone asks for, what was checked, and what help was provided.
Use programs, classes, and mentoring to track ongoing support, learning, or 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.
Decide what you are migrating, choose create or update mode, confirm dependencies, and prepare a review plan before importing.
Start here for a successful CoolFocus data migration: plan the order, keep source IDs, run a sample import, and review results.
Best practices for sample imports, source IDs, dependency order, mapping templates, lookup cleanup, and update imports.
Format CSV, XLSX, or XLS files for cleaner mapping, lookup matching, source ID tracking, and update imports.
Walk through upload, column mapping, lookup matching, preview, background processing, and final review.
How to map donor and gift IDs when importing donors first, then contributions or recurring gifts, using Source System and Donor Source Id.
