CharityTrak^™
Helping Charities Help Others

Are end of month reports bogging you down? Need an age grouping report for your sponsoring organizations — yesterday? Do you long for an accurate way to track the details of your clients and their family members — as well as exactly which services your business provides them? Do you wish you had better documentation of that important conversation whose scribbled notes have somehow slipped away? Can you tell at a glance when the last call was made to each and every client — and what was said? Can you quickly see what they were paid — and when — along with check numbers? Do you wish you had one centralized place to schedule your caseworkers so that every single client is taken care of and none of you caseworkers is overloaded?

 Although there are a lot of pricey software solutions to these questions, few, if any address the specific needs of the social service charity business. And if you have ever shopped for an affordable, computer based solution for your paperwork ills, but come up empty handed — or worse, spent too much on software you can’t begin to operate — Five Gulf Software may have just the answer for you’ve been searching for.

 CharityTrak is a software package designed to track the important details of the people you serve — and the assistance your company has provided to them. With CharityTrak on board, you can organize client information by household and create a database that is always ready to produce the reports you need, broken down as needed for each individual client, or even for summary statistical reports.

 Other impressive CharityTrak features include a customizable client financial profile function that can be tailored to focus on the figures you need, a contact log that captures every visit, conversation or payments made to or on behalf of each client.  And, if you want to take part in various community Christmas programs such as “Angel Trees”, CharityTrak is there for you again to generate family sheets complete with Christmas requests for every member of each household you serve.

 And the best part is, CharityTrak is easy to use.  With customizable pull-down lists for common fields to simplify data entry, as well as the option to enter information via keyboard, you’ll have all your client information loaded in less time than it takes to shuffle through one file drawer looking for that crucial bit of lost information. And, with CharityTrak’s integrated “Smart-Zip” technology, you’ll only have to enter a city, county, and state with a zip code once; from then on, entering that zip code automatically completes the city, county, and state fields.

 The level of security in CharityTrak is completely up to you. According to the policy of your charity, your CharityTrak software can be customized to be user / password-protected, offer limited access to designated users, or provide completely open access in which all functions and information are available without so much as a login screen.

 So now we come to the big question. How much does all this ease and convenience cost? Although no one can put a price tag on the peace of mind you will have knowing all your information is always right there at your fingertips, organized the way you need it, and ready to access as you see fit, we think you’ll find CharityTrak’s modest price of $600.00 per  license so easy on the wallet you may even want to put it on every computer in the place — add six or more users for just $3,600.00. And once you buy CharityTrak for your business, Five Gulf stays right there until you’re comfortable with your new system with one year of unlimited free telephone and email support, as well as free upgrades as they become available.  After that, yearly maintenance is 25% of the software price at the time of renewal (currently $150.00 / seat) and covers all upgrades and support.

Fivegulf would like you to evaluate the software for yourself.  A free complete copy of the software, with the only limitation is the number of clients that can be loaded, is free for the asking.  Simply fill out the Request Form, and a CD will be in the mail to your site

Release History (Click on release number to expand)

Five Gulf releases updates three times a year.  Improvements in the software are a direct result of input from the clients.  When a request comes in, it is examined to see if the request is general enough for all users, then we implement that request in the next release.  Many requests have come from potential customers and are implemented before they buy!
 

• Release 4.0 -- January, 2005 (Complete Release Notes)

  • Scheduling Module  -- Allows caseworker daily scheduling of appointment..

  • Added ability to merge one client with another.

  • Added Birthday Report.

  • Added Gender to age report and food bank report
     

• Release 3.3 – September, 2005

  • Added Data Entry Date to program to allow the user to set the ‘current date’ for data entry purposes.

  •  A System Parameters screen was added. This panel allows entering the name of the charity, which is now printed on all reports, as well as setting system wide parameters.

    • An option to expand the notes fields to fill most of the active window was added. This can be set up to manually expand, or automatically expand.

  • On line updating of CharityTrak program is available over the Internet.

  • Reporting Modifications

    • Charity Name, entered on the System Parameters panel, not prints on the top line of all standard reports.

    • Reports printed from the Report Viewer now have margins and are paginated with the standard report footer at the bottom.

    • Check Number Lookup report allows searching payments by check number to determine what client a check was cut to assist.

    • Keyword Report allows generating a name and address list of all clients that have a keyword turned on.

    • Summary Client Report, printable from the main screen, provides a one-page synopsis of a client.
       

• Release 3.1 – May, 2005

  • Added a field called Other-ID. This is a searchable field to allow the charity to define it’s own key for look-up purposes. This key is available for both the client and all family members.

  •  Added Contact Summary report.

  •  Added ability for custom reports to be written for client by Five Gulf.
     

• Release 3.0 – Jan, 2005

  • New Financials panel allows capturing of both multiple sources of income and expenses for a household.

  • Statistical analysis can be run on everyone in the system (clients and household members), 

  • Unlimited Keywords allows building groups of clients for reporting

  • Three new fields on contact menu

    •  Disposition of contact to classify what was done as a result of contact.

    • Amount Requested to hold the amount a client has requested

    • Amount Given tracks amount given to client

  • On daily activity worksheet, provide count of visit reasons by reason

  • Add Save/Close buttons to all screens

  • Statistics on gender can now be generated

  • Displays Missing Info needs in place of OK in client name on main window.

• Release 2.2 – September, 2004

  • Multiple, definable age groupings allow statistical analysis based on the age grouping of the charity's choice -- convenient for charities that report to differing sponsoring organizations that have different age grouping criteria.

  • Updated Search feature allows improves the Client search feature to allow searching family members as well as primary clients

  • Search function allows viewing of the client report from the list without loosing the list

  • A field has been added associated with the STATUS OK field to allow indicating what data is missing.

  • School name and Grade have been added to both the client and household members.

  • CTArchive, a stand alone program will allow archiving of old clients and/or contact information

  • For those not tracking payments through CharityTrak, the notes field for the client may be displayed in the payment area of the front screen,

• Release 2.1 – May, 2004

  • Added search feature to allow locating clients by last name, first name, social security number, address, zip code, phone number, or drivers license number

  • Added Payment Account field to payment data

  • Added three fields to contact information to track food bank distributions.

  • Add payment extract function to extract all payment information within a given time frame

  • Add contact extract function to extract all contact and food bank information within a given time frame.

  • Revised food Bank report to include detail of clients utilizing the food bank over a given time frame.

• Release 2.0 - February,  2004

  • Release 2.0 of CharityTrak is available for shipping.  Release 2.0 incorporates

  •  Added the ability to search the database by Social Security Number

  •   Added more fields to the report extract.

  •  Added Statistical Analysis report to generate percentage breakdowns by various options

  • Added Marital Status to clients and family members.

  • Added the ability to view all reports on line as well as printing them on the printer

  • Added the ability to save viewed reports as RTF files for importing to documents.

  • Added the ability to search for household members as well as clients.

  • Added Food Bank Report which shows the number of clients and families that have received assistance from the food bank in the last month. 

  • Added the ability to select records based on input criteria in the data extract and statistic reports.

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What Others are Saying

“[W]e are up and running the new system on our reception computer w/ RAVE reviews!!!!!!! The volunteers are extremely happy with it’s speed and ease of use. Thank you, thank you, thank you”

Executive Director
Georgia

“It is working well … I am very happy with it.”

IT Coordinator
Illinois
 

"We are all very happy with the database. It is very user-friendly and the caseworkers have given me great feedback about it. I love it!"

Program Director
Texas