How to add Non-Signatory clients to Zavanti (For non-LinkPeople clients)

This guide provides instructions on how to add a non-Signatory client to Zavanti, for the purpose of adding them to a New Tenancy or making a change to household members in an existing tenancy. The process is similar to adding a LinkPeople client, with the main difference being they do not belong to a normal team in Recordbase. This guide covers the initial client creation stages – for the next stages (adding them to an application or household), please see How to create an application – Wise Up! (for new tenancies) or How to add a non-signatory household member – Wise Up! (amending an existing tenancy).

All occupants of LinkPeople properties who are 18 years of age or older must be added to the relevant household in Zavanti, regardless of whether they are a LinkPeople client or not. Before this can be done, you must ensure they have a Zavanti file that has been created through the Recordbase API.
FYI: an API (Application Programming Interface) is a method by which software can communicate with other software, in this case Recordbase to Zavanti.

You must NOT create clients directly in Zavanti (except as a last resort, with caveats – see instructions at the end of this guide).

NOTE: the steps below can only be completed by your team leader or the LinkPeople business analyst, so you will need to ask them to set up non-signatories in Recordbase.

1. Open Recordbase and create a client as you normally would: click New referral > Enter first name, last name and DOB, then select ‘Search by name’ to make sure they don’t already exist > Add as new client (if they don’t exist).
2. Enter gender and ethnicity.
3. Select team (Zavanti Clients team), referring organisation (Other) and Priority (Low). Save the referral when done.
4. The new client will show as Pending (do not accept the referral – leave it in pending). From this point, open their record, and go to the Shared Information section on the left menu.
   
5. Click Create new request in the top right corner.
   
6.  Click the Start sharing with Zavanti button.
   
7. If you now go back to the client’s dashboard, the Zavanti Status should say ‘Enrolled’.
   
8. Now that the client information is being shared with Zavanti, they will appear as a Contact in Zavanti and can be added to the household as per How to create an application – Wise Up! (for new tenancies) or How to add a non-signatory household member – Wise Up! (amending an existing tenancy).

Adding a client directly in Zavanti (As an urgent last resort only)

If you need to add a non-Signatory client to Zavanti urgently and the business analyst/team leaders are not available to add them to the correct team in Recordbase as per the above guide, follow these steps:

1. Create the client directly in Zavanti by clicking Contacts, then the New button at the top. Fill out all fields, then click Save.
2. You MUST then email Helen Sears (business analyst), and Prabhjot Kaur (data analyst) or David White (systems specialist), informing them you have added a client to Zavanti directly without going through the Recordbase API. 
   This is so they can retrospectively create the client in Recordbase and link them to Zavanti manually. We require this in order to avoid duplicate records in Zavanti.