Schools and children's homes (Org Mode)

This page is for site admins who load an organisation’s list of children, and for health workers who give the drops to those children on camp day. It covers the web app only; the mobile app has the same feature and shares the same data.

Why a separate flow

When a whole school or children’s home comes to a camp, registering each child through the normal form and verifying them one by one would hold up the queue for hours. Instead, an admin loads the organisation’s list once, before camp day. Each child gets a record straight away with the status Org Verified. On camp day the health worker opens the list and ticks each child as the drops are given.

Org Verified is a status of its own so that these children stay separate in counts and reports from families who registered and were verified in the usual way. It does not change how the drops are given.

Who can do what

Role	Load a list	Dose on camp day
GeneralUser (health worker)	No. The import page shows Import is for admins and points you to a site admin.	Yes, for organisations at your camp sites.
LocationAdmin (site admin)	Yes, for your own camp sites.	Yes, at your sites.
GeneralAdmin / SuperAdmin	Yes, for any camp site.	Yes, anywhere.

Two pages are involved:

• Import Org Children — under the Admin menu for SuperAdmin, GeneralAdmin and LocationAdmin.
• Org Mode — for every signed-in user, in the Prashan group at the top of the Admin ▾ menu (Core Data ▾ for a GeneralUser), or in the ☰ menu on a phone. It opens the Org Mode page, where children are dosed. (Earlier versions called it Org Prashan.)

Part 1: load the list (before camp day)

You need the organisation’s list as an Excel (.xlsx, .xls) or CSV file, and an internet connection.

Step 1: choose the organisation

1. Open Import Org Children.
2. Under Choose the organization, pick the school from the Organization list if it is already there. Each entry shows the name, its camp site and how many children are loaded.
3. For a new school, click + New organization and fill in:
   • Organization name (required), for example Shree Saraswati Secondary School.
   • Camp site (required). This decides which camp the children appear at on camp day. A wrong site means the children will not show up for the health worker. GeneralAdmin and SuperAdmin can pick any site; a LocationAdmin sees only their assigned sites.
   • Address (optional).
4. Click Create organization.

If the page says You have no camp site available. Ask a SuperAdmin to assign one to you., your account has no camp site yet.

Step 2: choose the list file

1. Under Choose the list file, click the file field and pick the school’s file. Download template gives a blank CSV with the expected columns if the school wants one.
2. The first row of the file must be the column names. The page reads the file in your browser, before anything is sent, and tells you at once if something is wrong.

You do not need to rename the school’s columns. These spellings are recognised (spaces, capitals and punctuation are ignored):

Needed	Recognised names
Child’s name (required)	Name, Child Name, Full Name, Student Name, Child
Guardian (required)	GuardianName, Guardian, Father, Father’s Name, Mother, Mother’s Name, Parent
Date of birth (this or Age required)	DOB, Date of Birth, Birth Date, DOB BS, DOB AD, Janma Miti
Age (this or DOB required)	Age, Age in Years, Years
Gender	Gender, Sex
Phone	Mobile, Phone, Contact, Contact No, Phone Number
Class	Class, Grade, Standard, Level
Drops already given	PrevDoseCount, Previous Doses, Prior Doses, Doses
Height, Weight, Address	Height, Weight, Address

Extra columns the system does not know, such as roll number or remarks, are kept with the record, not thrown away.

Dates may be in Bikram Sambat or AD; a year above 2050 is read as BS and converted. 2079-03-15 and 15-04-2080 both work. If a child has only an age, the system works out an approximate date of birth and tells you how many children this applied to, with the line children have no date of birth, so their age was used instead. A real date of birth is always better.

If a required column is missing, a red Please fix the file box names it, for example The first row must name the columns. Missing: GuardianName, and lists the expected columns. Fix the file and pick it again. A file that cannot be opened shows That file could not be read. Save it as .csv or .xlsx and try again.

When the file reads cleanly the page shows how many children found in the file. Click Check the file.

Step 3: check and confirm

Nothing has been saved yet. Under Check and confirm you see four tiles:

• In file — children in the file.
• New — children not seen before in this organisation.
• Already here — children loaded before; their details will be overwritten with the new file.
• Problems — rows that could not be read, with the reason in the Note column. They are never saved.

Below is the full list (the first 200 rows) with Status, Name, Guardian, Date of birth, Class and Note. A sentence sums it up: N children about to be imported. X new, Y existing — data for existing ones will be overwritten. Import all?

• Yes, import all saves new and existing children.
• Import only the N new adds just the new children and leaves the existing ones untouched. The children loaded earlier stay on the Org Mode list.
• Cancel goes back.

The page then shows Import finished with X children added, Y updated. Z in this list. and a Go to Org Mode → link. A file may hold at most 2,000 rows.

Loading the same list again

It is safe. A child is recognised within an organisation by name, date of birth and guardian name, and keeps the same UPC each time. Re-loading a corrected list updates those children instead of creating duplicates, and the older list is kept in the records for audit. The same child registered separately by their family is a different record; the system does not merge the two.

Org Mode lists every child from every list ever loaded for the organisation, each child once, with the details from the most recent list that carried them. A child is not dropped from Org Mode because a later file left them out. Only a child deleted from Participants by a SuperAdmin or GeneralAdmin disappears from the list. The number next to the organisation’s name counts the same children.

Part 2: camp day

Open Admin ▾ → Org Mode (Core Data ▾ → Org Mode for a GeneralUser, or ☰ → Org Mode on a phone). This part needs internet on the website; Org Mode is greyed out in the Admin ▾ menu while the device has no network, for example at a camp working in offline mode.

1. Pick the school in the Organization list. The heading shows the school and, under it, the camp site and camp day date so you can be sure you are on the right one. The page uses only a camp day at the school’s camp site that is running today: Scheduled or Ongoing, with today between its start and end dates. It never falls back to a past or future camp day.
2. If the page shows No camp day is running today at site or This camp day has no dose preparation (batch) attached, so doses cannot be recorded, nothing can be recorded. Ask an admin to schedule the camp day, or attach a batch to it, under Admin → Camp Days first.
3. Use Search to find a child by name, guardian, code or phone. Each child is a card with the name, Guardian, UPC, Age and Doses so far out of 60.
4. On the card, choose the Dose batch. This is required; it is what lets the batch be traced later. Only the batches attached to today’s camp day are listed, and when there is exactly one it is chosen for you.
5. Optionally click Add measurements and enter Height (cm), Weight (kg), MUAC (cm) and Head (cm).
6. Click Dose given and confirm Record this dose? The card turns green and says Dose recorded.

If a child should not have the drops today, click Not dosed and confirm Mark as not dosed? This records that the child was seen but not dosed, and the card says Marked as not dosed.

A child already has a dose on this camp day when the card says Already dosed today. This also happens when a colleague dosed the child on another device after your page loaded: if you press Dose given or Not dosed for that child, nothing new is recorded, the card turns to Already dosed today, and a message says who dosed the child and when. A child dosed today cannot also be marked as not dosed.

The page stops you when:

• the child has reached the 60-dose lifetime limit (This child has reached the 60-dose limit.). Paper doses from the school’s list count towards this;
• no batch is chosen;
• a row is not linked to a child record (Re-import the list.).

Org Verified children are usually dosed here. The Prashan Day page and Prashan Mode accept them too, for example for a school child who comes to a normal camp day, and the one-dose-per-camp-day rule applies across all three.

Getting the list back out

There is no export on the Org pages. Use Admin → Reports → Advanced Export and filter by the status Org Verified.

Common problems

Problem	Likely cause
Children do not appear on camp day	The organisation was created with the wrong camp site, or you picked the wrong school. Check the site shown next to the school name in the list.
Loaded the wrong file	Load the correct one. Children in both files are updated from the newest one, but children who were only in the wrong file stay on the Org Mode list. Ask a SuperAdmin or GeneralAdmin to delete them in Participants.
A child from an earlier list is missing	Check the organisation and the search box. Every child from every list stays on Org Mode unless their record was deleted.