Empowering Every Client Journey

The People module is at the heart of Seren. This is where you record profiles about the people you support. You can customise the terminology to use ‘Service user’, ‘Client’, ‘Person’, ‘Partner’, or any other term you may use to describe the people that you support. Seren includes over 100 predefined data points. Ranging from Name, Address, Demographic, Risk, Consent, Next of kin, Special instructions and Service information, to help you capture the information that you need to record. Every list in Seren is fully customisable so that you can self-administer the content and tailor it to your exact needs.

Fully customisable

Seren also includes options to add up to 30 more customisable fields. You can choose the name and contents of these fields which may be lists, text boxes, dates or multiple select lists. This gives you the ultimate power to tailor Seren around your exact recording requirements. For example: A service offering counselling may record the presenting issues of a client, while an Advocacy service supporting a particular client group can record demographic profile points specific to them. Services in the work and employment sector can record CV and skills related information and a Carers service can log information about the cared for person and their needs. Seren has the power, flexibility and capability to record even the most complex data capture needs, in a way that is highly personalised to the work that you do.

Access only the data needed

Sometimes, there are situations where you need to restrict access to particular profiles. Seren has pre-built functions for you to choose those users that can or cannot see a particular profile. This is particularly important when complying with the updated Data Protection Act and GDPR. If you have more complex access restriction needs, we can restrict access to particular functions for a specific user group. For example: Volunteers may have the ability to view case notes, but they cannot edit or delete them. Contact your Product Manager to discuss your specific requirements.

Keep in touch

Seren gives you the option to create and assign profiles to an unlimited number of mailing lists. Use these mailing lists to target specific profiles and send them emails, SMS messages or letters; to keep them informed. Lengthy and time consuming (as well as expensive) mail merges are a thing of the past! By communicating with the people you support via SMS and e-mail you are assured of almost instant delivery in a professional and efficient way. Our Premium and Solo Editions include 2-way SMS messaging. This activates the ability for the people you support to reply to your messages and those interactions are automatically logged on their profile!

Find it fast

Powerful search capabilities make it easy for you to find profiles. Seren includes personalised lists and search options meaning you can find a the profile you need by almost any data point.

Having created a profile many new options will be available to you. The tabs along the top provide access to Notes, Tasks, Goals, Milestones, Messages, Attachments, Letters, SWEMWBS and Stars. The majority of your casework will be recorded in the Notes tab. Here you can record interactions with your client or work carried out on their behalf, creating a powerful audit trail and narrative. To start, simply select ‘Add Note’. There are many options available here, and with Seren’s advanced customisation options, you can create your own custom fields, we can also create these for you with our Consulting Time Bolt-on.

Capture and report the data you need

The data you capture can be used in your reporting, through either our default reports or custom options created specifically for you. Running through the options, you can record the Date and time of your interaction, any actions taken, location of a meeting, who carried this work out, the results of said interaction and importantly, the precise time spent on this piece of work. This data combined with Seren’s easy access to view features, such as the side panels and reporting functions, will be an invaluable tool when reporting back to your funders, customers or anyone else you may need to provide data to. We can also help you with anonymising your data should you need.

‘Speech to Note’

A powerful timesaving tool for writing up your notes with your voice, Simply click ‘Start recognition’ and speak. You can have up to 3 sections here, select the section you wish to enter into by clicking the toggle to the left. The timer above shows your remaining credits, you can purchase additional time in the shop, the credits never expire so that’s one less this to worry about.

Outcomes and Signposting

Further down, we have Outcomes and Signposting, click the cog (Administrators only) to add your own options on the fly. These are multi-select fields so you can select as little or as many as you require. Many of our customers find these fields to be among the most important for their reporting needs as it is a highly requested piece of information by many Local Authorities and charitable funders such as the Big Lottery Fund and Comic Relief. Additional Information The next section is where your custom fields will appear. You can create up to 10 of each type of field giving you the flexibility to store every eventuality for any service type and importantly report upon them.

Follow-up

Lastly at the bottom of the page we have the follow-up section. Add a date and note here, they will pop up in your Dashboard so you can let Seren remember for you and even add SMS reminders for that extra prompt. Lastly once you save your note you can see your entry in the notes panel, click on the ID to read in more detail or click the Word button to download this note as a word document so you can send it to another member of your team, your client or anyone else who requires it.

Managing multiple services has never been easier with Seren’s shining star feature for organisations providing multiple services. Create your own data fields, neatly itemised into cards and incorporate them into your client files. View all current and past services for a client within their profile and manage each service they receive independently or as one, the choice is yours. We even have ready to go templates available for popular services such as IMHA, IMCA and Counselling plus many more.

Provide multiple services to a client or family

For many organisations, recording client notes can get messy, especially if providing more than one service. With Case Templates, you can separate each service whilst remaining within the same client profile. Each case will then capture the data points that you define, meaning your reporting will be more accurate and you can view only the fields required for that case, meaning less clutter. Case templates also work with families, so for example, you can record Family Counselling alongside Advocacy, and also provide support to one or more individual family member.

Fully customisable

Case templates are completely custom to you or your organisation. Using the Case template configurator, you can choose what data you capture and where it is displayed or recorded. Choose up to 10 fields of each type. Field types available include: Text boxes, drop-lists, multi-select lists, toggle switches, staff lists and more.

Save time with pre-made templates

Not sure where to start? Our pre-made templates are available and can be used as is, or we can support you to customise their content further. Example services include IMHA, IMCA, RPR, Counselling, Benefits Advice and more.

Not all of your work is with just one person at a time. The Group work module can handle this for you with the simplicity and speed you’ve come to love from Seren. When you set up a new group you can choose the facilitator, the session dates and times, as well as the number of sessions. Log the joining instructions for online meetings such as Teams or Zoom, the presentation method and also set the venue for physical group meetings and add the attendees from a list of your client profiles. As with enquiries and notes you can define the topics of the group work, as well as setting a title and description. When a group ends you can formally close it and record the outcome as well as add attachments at any time.

Update without opening Seren

Just like individual profiles each group is assigned its own email address that you can use to send important emails and documents to straight from your inbox. You can also generate word documents about the group as well as for individual sessions. Gather the data you need When you record information about a session you can record attendance numbers, cancellations and ‘did not attends’ as well as summary notes about the session which can be automatically associated to each individual that attended. After each session you can automatically request feedback from attendees via SMS. People will receive a short message with a link to a feedback form that they can complete anonymously if they choose. You will receive an e-mail about each completed feedback form. Groups also includes the same sticker and tag functionality as notes and enquiries, so you can mark important groups for a visual indicator, reporting and analysis. Future versions of Seren will include automatic invites and confirmation requests via SMS so you can predict attendance before a session takes place.

Update individual profiles

After a session note has been created you can add this to all attendee's profiles and edit those individually. So, if you want to add specific information to an individuals profile, simply click edit and add or remove your required text.

Effective and efficient

Managing groups with Seren is simple and straight forward. Giving you control and instant visibility over attendance session notes and feedback to help improve future sessions.

Much like Groups, the Families module allows you to add family members, add tags and stickers but also allows you to add notes, tasks, goals and milestones for the family as a whole. Easily switch between the family and the individual profiles from the Family Members tab and even add multiple services with the Case Templates feature. As with Individual and group profiles, each family is allocated its own email address allowing you to attach emails and documents to the family profile from your inbox.

Speed through your notes by creating a personal library of stock phrases and templates. Common tasks and requests will take less time than ever! You’ll find your Snippets library in the main menu, here you can create, edit and remove snippets. The interface is as simple as can be, with just two fields to complete. Your main content e.g. “First meeting with client, introduced myself and explained my role, completed the initial assessment template.” and a title such as “First meeting”. Then when adding new notes, simply select the Snippet from the ‘Insert a snippet’ menu, and the content will be placed into your note. You are then free to add or remove any additional text or even use the ‘Speech to Note’ service to speed things up even more. Snippet’s can save time and couldn’t be easier to use.

Seren’s Enquiries module is the perfect partner if you run an advice-line, drop-in or signposting service. Record all your enquiries in one place and capture the subject areas your local community are most concerned about. If you run a helpline, drop-in, or one-stop advice service where you typically only have a single interaction with someone, you can use Enquiries to record this work. You can also log incoming requests about the services you offer and even use it as a waiting list.

Capture the data you need

When you log an enquiry you can capture information about the type of caller, their name and contact information. You can also record their address where appropriate. Seren includes a powerful topics chooser that is entirely customisable so you can record the nature of the enquiry and it’s outcome. As with Profiles, Families and Groups you can attach documents, record a follow-up date with automatic reminders and add tags and stickers to identify particularly important interactions or highlight the type of enquiry made.

Fully customisable with powerful reporting tools

Throughout Seren, you can customise your search results to see what is important to you. Reporting is made easy, produce insightful reports in Excel, or download individual inquiries as a Word document to provide a transferable record.

Set, manage and work towards goals with your clients, be that something formal like processing a benefits application, something simple like enabling access to a hobby or working towards a big life change. Use goals as a personalised action or support plan for your clients. It's easy to export to Word so you can give your client a copy too!

Record breakthroughs with Milestones. Report back to your funders and let them know how big of an impact you and your organisation have to your clients. Have the data on hand to show your clients what you have accomplished together, providing that all important encouragement and support to go further than ever.

Another great time saving feature! Copy Seren into emails to your clients or other professionals and we will automatically attach it to the profile. If you work in areas where internet or phone signal is poor, send Seren an email and when your device connects and sends the email, it’ll go straight into your file, meaning you don’t have to revisit the note when you move on to another task.

Always online, for those late nights or weekend tasks Seren is not just for 9-5 work. Built using the latest HTML5 user interface framework for building interactive and high-performance applications, Seren will work perfectly with any modern browser. Perfectly optimised for Mobile Devices, quickly obtain a phone number on your mobile, send a feedback request while you're on a client visit and much more. It's all on hand any time anywhere!

Seren comes with 5 themes to choose from, so you can choose the look you love!

• Light mode (default)
• Dark mode
• High Contrast
• Material
• Uniform

Brighten up your day with Light mode or rest your eyes with Dark mode . Go bold with Material or clear out colour with Uniform and of course there's High Contrast for those who need that little bit of extra clarity.

Add an additional level of security by signing in to Seren with your Microsoft 365 or Google account. Plus, that’s one less password for you to remember!

How many times have you been given the wrong postcode or street name? Search by first line of address, postcode or building name and get an accurate postal address, view it’s location on Google Maps and even display the relevant local authority and health board.

Send and receive text messages to one or more of your clients or team without pulling your phone from your pocket or sharing your number. Your message history will automatically save to your client's profile.

Advanced 2 way messaging is available with Seren Premium Edition

Add pictures, documents, emails and even videos to your casefiles so they’re right where they need to be. General data can be attached to a clients profile, emails to a specific note or enquiry, you choose what and where.

Accepted attachment types in Standard Edition:

.txt, .pdf, .jpeg, .jpg, .png, .gif, .docx, .doc, .rtf, .eml, .msg, .zip, .7z, .xls, .xlsx, .ppt, .pptx, .pps, .ppsx, .pub, .one

Download your notes in the most commonly used format, Microsoft Word (.docx). Send your clients, manager, funding authorities or anyone else who needs them a copy of your notes for supervision sessions, benefit applications, GDPR requests and more in one easy click.

Export exactly what you need

Seren’s Export to word feature is available throughout the client journey. Export an individual note, a full client profile or a specific service.

We can even set up custom anonymisation should you need to hide certain details from your exports.

Record important things to do and set reminders. Upcoming tasks appear on your Dashboard to help you keep track of your workload. Add tasks to profiles and services so you can see at a glance what’s next on the agenda for that client or family. You can even assign tasks to other members of your team! Going on annual leave? Ask a team member to cover an important meeting. For managers, you can assign tasks to your team members and keep track of their progress. Assign priority, deadlines and classify tasks by type. As with everything in Seren, you can fully customise the lists to ensure you record your tasks accurately and even report upon them for your statistics.

You can assign stickers and tags to any case, note or task in Seren. Whether it’s a reminder flag, a high-risk case, or a subject-area that is important to track, Stickers make it easy for you to find important information on a particular topic.

Identify and report

Identify new and upcoming trends about the issues that are important to your local community with this extremely powerful feature. Create the sticker ‘cost of living crisis’ and produce statistics around this topic, or retrospectively tag inquiries that are relevant to a current issue. Trending topics that are relevant to your funding can be highlighted and flagged for case studies reports or funding bids.

Use how you like and view exactly what you need to

Many of us use #tags on social media. They allow us to easily identify content that we want to see. So why not use them at work? Choose your own tags to visualise your caseload in a way that helps you. Tag your notes with #completed or your cases with #onhold. You can choose literally anything and use it in anyway you wish. Run reports for your caseload and use tags in searches to easily see your progress or identify high priority or long-standing clients.

Start off right with upcoming events, maps, statistics and more with your interactive Dashboard. How many referrals have you had this month? No need to calculate or run reports, it’s all there. You can even add your own customised statistics and charts. Having a tough day? Go fishing, read a joke or grab an inspirational quote to help keep you going.

Discover areas where your service is less active

Seren's built in heat map highlights the areas where your service is most and least prominent, allowing you to focus on expanding into the areas that could need you the most.

Manage your allocations effectively

Using maps to allocate your client's to staff members already working in that area can save valuable time travelling that could be spent better supporting people in need.

Never miss another meeting

View your upcoming events, beautifully classified by date and highlight something you may have missed without going through casefile after casefile looking for that meeting you just can't remember fully.

On the fly statistics

With dynamic charts, Seren's dashboard displays new referrals, client contacts, Notes recorded, Live workload, recent closures and more, so you can get those important figures in a flash. We can even add custom charts should you wish to view something specific to your service.

Get information in a flash

Don't get caught out by not taking down details quickly enough. Access or create a client profile or enquiry in the Quick Access Bar in seconds.

Something Different

From fishing to jokes and inspirational quotes, take a moment to clear your head and even have a little giggle to brighten up your day. Administrators can limit the number of daily interactions so theres no worry around time wasting. Want something really different? Get in touch and we can add almost anything here, from Bible verses to movie recommendations and everything inbetween.

Additional configuration required

The Online Referrals function consists of two modules that make it easy and convenient for you to receive and manage referrals from various sources.

The Referral Portal

This is an online portal that allows people to refer themselves or others to your services. It has two secure and user-friendly forms: one for self-referrals and one for third-party referrals from professionals, family or friends. You can link to the portal from your website, email signature or even a QR code for your marketing!

The Referral Module

This is a dedicated module that helps you process and manage your incoming referrals. You can accept or decline referrals and create client profiles with just one click. You can also add Business Rules to your Referral Module and notify relevant staff of the new case to be allocated or worked with.

**This function requires custom setup. See Bolt-ons for pricing

Seren can send requests for feedback about your service, and you receive an email for every completed form. Your clients can choose to remain anonymous if they desire.

This all important feedback could be vital to renewing your finding and ensuring that you provide the best service possible. With Seren this process is made so easy you'll wish you'd made the switch sooner.

Simply select 'Request feedback' when adding a note or group session to send a feedback request to your client or group attendees.

**This function requires custom setup. See Bolt-ons for pricing

Seren is hosted in a leading UK datacentre on our own secure servers. With dedicated firewalls, automated backups and an always up to date Microsoft Windows operating system you can rest assured your data is safe from prying eyes and downtime. With 99.99% uptime, we are yet to encounter a system outage and we aim to keep it that way.

Blue Door Software are Cyber Essentials PLUS Accredited. For confirmation: Click Here

GDPR Compliant data storage. We use encryption and fully up to date database technology to ensure your data is safe.

It happens to us all, you delete a file or attachment and then a week later you need a reference number, or that long gone client comes back and doesn’t have copies of much needed paperwork. With Seren you can recover your deleted data for up to 180 days.

Recovery period with Basic Edition: 30 days

You’re never alone with Seren, from our informative video guides to personal support from your product manager, you’ll be up and running in no time at all.

Get personalised one to one online support so you get the answers you need to get the best from Seren. These allowances renew after every full years subscription.

Included support with Basic Edition: 1 hour

Included support with Standard Edition: 2 hours

Included support with Premium Edition: 5 hours