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Activity Record Types and Templates

See how SETWorks uses Activity Record Types and configurable Activity Templates to match documentation and billing rules to each service you provide

Overview

Activity Records are how staff document the services, appointments, and time they spend with — or on behalf of — Individuals in SETWorks. Because IDD providers deliver many different kinds of services under many different funding and billing rules, no single record format fits everything: a Residential shift, an Employment Consultant's 1:1 visit, and a staff vacation day all need to capture different information and follow different rules for authorizations, EVV, and signatures. SETWorks solves this with Activity Record Types — the underlying categories of record (Scheduled, Billable, and NonBillable) — and Activity Templates, the configurable building blocks each organization uses to shape those types into the exact forms and workflows its programs need. A site can create as many Activity Templates as it needs, which keeps documentation accurate, keeps billing tied to real authorizations and units, and keeps records audit-ready for Medicaid waiver/HCBS review.

What are Activity Record Types?

All users

Activity Records are used in SETWorks for staff documentation, routine record keeping, and data collection. There are three general Activity Record Types: Scheduled Activity Records, Billable Activity Records, and NonBillable Activity Records. Each type is built out on your site as one or more Activity Templates (see below), and which templates are available to your staff is decided during onboarding based on the services your organization provides.

ℹ️ Note: Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

Scheduled Activity Records act as placeholders for a future activity and appear yellow on the home screen calendar.

Note: When staff open an Activity Record (for example, an Individual Activity Record), a Select your activity record type dropdown lets them choose Standard (billable, documented as the service happens) or Scheduled (a placeholder for a future activity). Either way, staff still fill in the full record — Individual, Service, Staff, authorization, and so on — at creation. Choosing Scheduled just means the record stays in a placeholder status, shown in yellow on the calendar, until it's converted into a Billable or NonBillable record once the activity takes place.

Billable Activity Records document services provided. Whenever an authorization exists and an Individual is receiving a service against that authorization — whether the funder reimburses fee-for-service or outcome-based — a Billable Activity Record is the correct type to use.

NonBillable Activity Records document nonbillable activities and appear blue on the home screen calendar. They let staff record and get paid for time spent, even though that time typically can't be billed to a funder under a fee-for-service model.

On the calendar, this three-color system makes the status of a record clear at a glance — for example, an Individual Activity Record scheduled for the future shows yellow (Scheduled), the same activity once billable shows green (Billable), and a NonBillable Individual record shows blue (NonBillable).

What is an Activity Template?

Administrator

An Activity Template is the configuration behind an Activity Record Type — it defines the fields, rules, staff/Individual settings, documentation options, signatures, permissions, statuses, and preview form staff see when they create that kind of record. Every Activity Record Type your staff use is built from a template, and a site can have as many templates as it needs — one organization might run separate templates for Day Habilitation, Residential, Employment, and internal staff time, each tuned to that program's documentation and billing requirements.

How to Access, Add, or Modify an Activity Template

Accessing Activity Templates

From Utilities, choose Activity Utility from the Select Utility dropdown, then open the Activities tab. The Activity Templates list shows every template on your site and can be filtered by Version Status (for example, Active or Draft). Each row shows the template's name, version number, version status, description, and whether it's enabled.

Adding an Activity Template

Click + Add Activity Template. This opens a new draft template (starting at Version 1.000) on the Details tab, where you name it and configure each section described below. You can also click Duplicate next to an existing template to use it as a starting point for a new one.

Modifying an Activity Template

Click Edit next to a template in the list to open it. Changes to a published template are made as a new draft version — use Publish when the draft is ready to go live, Abandon Draft to discard changes, or Version History to review prior versions. Publish Master Template pushes the template out as the organization-wide master version. Save and Close saves your work without publishing.

Activity Template Configuration

Each Activity Template is built across nine tabs. Together they define who can use the record, what gets documented, whose signatures are required, who can access it, and what staff see when they open it.

Details

  • Enabled: Turns the template on or off. Disabled templates aren't available for staff to create new records from.
  • Scope: Sets the level the template operates at (for example, User). This controls whose data the template is scoped to.
  • Show Create In Navigation: When checked, adds a shortcut to create this Activity Record type directly from the main navigation menu.
  • Time Mode: Controls how time is entered on the record.
    • Same Time: A single time (such as 11:00) is used for the whole record.
    • Different Time: Staff enter separate Start Time and End Time inputs.
    • Multiple In/Out: Staff can document more than one time range on the same record — for example, 11:00–12:00, then add another row for 1:00–5:00.
  • Date Mode: Controls how the date is entered on the record.
    • Same Date: A single date applies to the whole record.
    • Multiple Date: Staff can add more than one date to the same record.
  • Lock Records With Completed Claims: When checked, prevents edits to a record once a claim tied to it has been completed, protecting billing integrity.
  • Enable Scheduling: When checked, allows this Activity Record type to be scheduled in advance rather than only documented after the fact.
  • Overall Documentation — Add: Lets you add custom fields to the template.

Staff

  • User Mode: Controls whether the template allows a single staff member or multiple staff members on one record.
  • Auto-Select Logged In User: When checked, automatically adds the staff member who is currently logged in as the staff on the record.
  • Staff Custom Fields — Add: Lets you add custom fields collected specifically about the staff on the record.

Individuals

  • Individual Mode: Controls whether the template allows a single Individual or multiple Individuals on one record.
  • Enable Auth Integration: When checked, ties the record to authorizations so that services documented on it can be validated and billed against an Individual's authorized units. This creates a billable activity record type.
  • Services (Allowed): Controls which services can be selected on this record — Include All Services, Include Specific Services, or Include All Services Except….
  • Service Groups (Allowed): Controls which service types can be selected, using the same Include All Service Types, Include Specific Service Types, or Include All Service Types Except… options.
  • Individual Custom Fields — Add: Lets you add custom fields collected about the Individual on the record.
  • Individual In/Out Custom Fields — Add: Lets you add custom fields tied to an Individual's check-in/check-out data.

Documentation

  • Enable Documentation: Turns on documentation collection for this template.
  • Custom Fields: Custom documentation fields are organized under four sub-tabs — Overall, Staff, Individual, and Individual In/Out — each with its own Add button so fields can be scoped to the right part of the record.
  • Overall Documentation — Add: Adds documentation fields that apply to the record as a whole.
  • The remaining checkboxes turn on optional documentation features for the record:
    • Enable Overall Comments: Lets staff add a general comment covering the whole record.
    • Enable Additional Comments: Lets staff add supplemental comments beyond the overall comment.
    • Enable Forms: Lets staff attach a form to the record.
    • Enable Files: Lets staff attach files to the record.
    • Enable Individual Goals: Lets staff document progress toward an Individual's goals on the record.
    • Enable Individual Communications: Lets staff log communications related to the Individual on the record.
    • Enable Network Communications: Lets staff log communications related to the Individual's network/contacts on the record.
    • Enable Funding Source Communications: Lets staff log communications related to the funding source on the record.
    • Enable Job Communications: Lets staff log communications related to a job/employment placement on the record.
    • Enable Place of Service: Lets staff document where the service was delivered.
    • Enable Manual Units: Lets staff manually enter units on the record rather than relying solely on calculated time.

Signatures

  • Enable Signatures: Turns on signature requirements for this template.
  • Existing Signature Configuration: Lets you apply a previously built signature configuration (for example, Staff Then Manager) rather than building one from scratch.
  • Name: The name of the signature configuration.
  • Default Signature Mode: The default method used to capture a signature (for example, Pin).
  • Signature Concurrency Mode: Controls whether required signatures must be collected in order (Sequential) or can be collected in any order.
  • Advanced Options — Enable Additional Signatures / Add Signature: Lets you require more than one signature level on the record. Each added signature appears in a table with:
    • Level: The order the signature is required in.
    • Name: The signature's label (for example, Staff Signature Needed, Manager Signature Needed).
    • Mode: The capture method (for example, Pin).
    • Target Mode: Who the signature is required from (for example, Role — meaning the signature is required from anyone holding that role, rather than a specific named person).

Permissions

The Access Management table controls who can work with records created from this template. Each permission can be edited (via the pencil icon) and assigned to a specific set of users.

  • CanAddActivityInstance: Who can create a new record from this template.
  • CanDeleteActivityInstance: Who can delete a record created from this template.
  • CanEditActivityInstance: Who can edit an existing record.
  • CanViewActivityInstance: Who can view records created from this template.
  • Users can add or remove individuals from the Activity after saving: Whether Individuals can be changed on a record after it's initially saved.
  • Users can add or remove users from Activity after saving: Whether staff can be changed on a record after it's initially saved.
  • Limit Days In Future that Standard (Billable) records can be created/modified/converted: Controls how far ahead of the current date a Billable record can be created, edited, or converted — a safeguard against billing for services that haven't happened yet.
  • Activities can only be signed after the Activity End Time: When enforced, prevents a record from being signed until its scheduled end time has passed, so signatures reflect completed service.

Statuses

  • Show Activity Instance Status By Default: When checked, the record's status is visible by default when staff open it.
  • Default Activity Status: The status a new record starts in.
  • Activity Statuses: A dual-list selector for choosing which statuses are available on this template (available options include Scheduled, ReadyForSign, In Progress, and Completed). Move statuses between the lists with the arrow controls to make them available (or unavailable) for this template.

Related Activities

  • Add Related Activity: Links this template to another Activity Template and one or more Services, so the two record types can reference each other (for example, linking a Client At Work record to the IE P3 Job Coaching service). Each linked activity can be edited or deleted from this table.

Preview

  • Reset Default Pages: Rebuilds the preview pages to match whatever is currently configured on the Details, Staff, Individuals, and Documentation tabs. Use this after making configuration changes to see them reflected.
  • Edit Sub-Page: Lists the pages staff will page through when filling out the record (for example, Details and Non-Billable Documentation). Pages can be removed with the X, and Add Page creates additional pages.
  • The right-hand panel shows a live preview of the selected page exactly as staff will see it — for example, on the Details page this includes Date, Time, Department, Staff, Service, and a Description rich-text field with AI Review and Grammar tools.

Frequently Asked Questions

Q: How do I know which Activity Record Type to use for a new service? Start from whether an authorization is involved and whether an Individual is receiving service: use a Billable Activity Record when documenting service against an authorization, a NonBillable record for staff time that isn't billed to a funder, and a Scheduled Activity Record as a placeholder before the activity happens. If it's still unclear, contact SETWorks support for a recommendation.

Q: Can we create more than one template for the same Activity Record Type? Yes. Templates are how each Activity Record Type gets shaped for your organization's programs, and you can create as many as you need — for example, separate Group Activity Record templates for Day Habilitation and Residential if their documentation requirements differ.

Q: Who can enable a new Activity Record Type on our site? Any admin can create a new Activity Record Type.

Q: What happens if I change a published template? Edits open as a new draft version rather than overwriting the live template, so staff keep using the current published version until you click Publish. Use Version History to review or roll back to a prior version, or Abandon Draft to discard in-progress changes.

Q: Can staff still edit a record after they've signed it? That depends on your Permissions and Signatures configuration. The Lock Records With Completed Claims setting on the Details tab and the signature rules on the Signatures tab (for example, requiring the Activity End Time to pass before signing) are both designed to protect a record's integrity once documentation and billing are finalized.