Managing Jails (Holding Facilities)

Manage => Jails (Holding Facilities)

Module Name

Jail (Holding Facility) Module Overview

The PSTracker Jail (Holding Facility) Module allow agencies to manage their physical lockup and  holding facilities.  The module can be used to track the entire facility as a whole, or things can be divided up down to the cell level.  Many agencies use separate entries (locations) for the lockup, the investigative holding room, and the processing room, even though they may all be within the lockup area or police station.  The way you manage your data is up to you.

Manage => Jail (Holding Facility)

Navigate to Manage => Jail (Holding Facility) to view your list of Jail (Holding Facilities).

Manage Jail (Holding Facility) Sub-menu

At the top right of the management page is the Jail (Holding Facility) sub-menu.

• • Add Jail (Holding Facility) - Used to create a new Jail (Holding Facility).
  • Jails - Brings you to the list of Jail (Holding Facility).
  • Age - Brings you to the list of Ages.
  • Genders - Brings you to the list of Genders.
  • Locations - Brings you to the list of Locations.
  • Prisoner Check Choices - (optional) Brings you to the list of Prisoner Check result choices.
  • Maint (Maintenance) Types - The types of maintenance performed on your Jails.
  • Visibility - Adjust visible columns - See System Options & Settings - Column Visibility.
  • Vendors - Agency's Vendors - See System Options & Settings - Vendors.

View - Edit A Jail (Holding Facility)

To view a Jail (Holding Facility), click the View button for that Jail (Holding Facility).

This brings you to the Jail (Holding Facility) Details.

The Jail (Holding Facility) Details page displays the specific details of the selected Jail (Holding Facility), and optionally up to four photos of the Jail (Holding Facility). There are several tabs at the bottom allowing you to view and/or manage details such as:

• • Maintenance
  • Work Orders
  • Inspections
  • Files

Maintenance

To add a maintenance entry for this Jail (Holding Facility), click the Add Maintenance button at the top right of the maintenance list. A window opens allowing you to create a maintenance entry for the specific Building / Facility.

If you are an Jail (Holding Facility) Manager, you will also see Edit links at the far right of each maintenance entry. Clicking the Edit link allows you to edit a specific maintenance entry.

Work Orders

A list of the work orders associated with this specific Jail (Holding Facility).  Click on a work order number view the details.

Inspections

The list of inspections that have been performed on this Jail (Holding Facility).  Click the View button to view the details of the inspection.

Files

Adding files to a Jail (Holding Facility) is a great way to scan in and attach paper documents such as receipts, purchase orders, or even photos to store and associate with this Jail (Holding Facility).

If your agency allows file uploads and your user account has the File Upload group permission, you will see an Add File button at the top right of the list of files.  Click Add File which opens window allowing you to upload a file to this Jail (Holding Facility).

If you have the File Upload group permission, you will also see the Rename and Delete File links at the far right of each file entry. Clicking the Rename link allows you to rename that specific file. Clicking the Delete link permanently removes that specific file.

Add Jail (Holding Facility)

To add a new Jail (Holding Facility), at the top right click Add Building.

This will open a modal allowing you to add a new Building.

Fill in the fields as appropriate.

Explanation of Jail (Holding Facility) fields:

• Name / Number- The Name or in-house numbering system of the Jail (Holding Facility).
• Location - Where the Jail (Holding Facility) is physically located.
• Gender - Male / Female.
• Age - Adult / Juvenile.
• Other 1, 2, 3 - Agency customizable variables we can set unique to your agency.
• Unit (Optional) - This Jail (Holding Facility) can be tied to a specific unit.
• Department - Generally Police (unless your agency uses the multi-department feature)
• Next Maintenance Date - Date you wish to perform the next maintenance.
  • Note: Emails will be sent to selected personnel notifying that maintenance is upcoming at 30, 15, 7, the day of and 30 days overdue. These are dates are created during setup but can be modified by PSTracker Support.
• Notes - Administrative notes to assist in managing this Jail (Holding Facility).
• Template - The default Inspection template for this Jail (Holding Facility).
• Prisoner Check - Is this Jail (Holding Facility) available in the Prisoner Check select list.
• Show in Work Order List - Is this Jail (Holding Facility) in the Work Order select list.
• Active - The status of this Jail (Holding Facility). Active means the Jail (Holding Facility) is currently in use and will be displayed to your users as an Building available for inspection.
• Archive - This means the Jail (Holding Facility) is no longer in use. You archive an Jail (Holding Facility) rather than delete a Jail (Holding Facility) so that you will always have a historical record of this Jail (Holding Facility) and its inspections.

Edit Jail (Holding Facility)

To edit a Building / Facility:

• If you have the edit column visible, you can click the edit button for the specific Jail.
  
• Alternatively, view the building and click Edit Jail / Holding Facility button at the upper left.
  
  

This brings you to the Edit Jail (Holding Facility) page.

Make your changes and click Save to complete the process.

Adding / Editing Photos

Each Jail (Holding Facility) can have up to 4 photos.

To add or edit a photo:

• • Click on the photo or photo placeholder.
  • A modal opens allowing you to add or replace the photo.
    
    
    
    
  • Select the photo and click Add / Replace photo to complete the process.