Introducing
snapshots
Ever wanted to freeze time? Well now you can! At least if you're on the finance team.
With the new snapshot feature, a complete image of your data is automatically captured and preserved every time you close an accounting period. Snapshots include a full data backup (for your peace of mind) and dedicated report snapshots, letting you instantly view key reports - such as aged debt - for any past accounting period. No time travelling (or Morlocks) required.
Taking a snapshot
Snapshots are automatically taken whenever you close an accounting period; there are no additional steps required. However, to ensure your data isn't changed while taking the snapshot your CareHQ account will be locked, preventing users from making changes while the snapshot is in progress - typically for less than 10 minutes.
As soon as the snapshot has been taken you'll be able to access your CareHQ account again.
Snapshots for reports
CareHQ captures two types of snapshot: report snapshots and full database snapshots (covered in the next section).
Report snapshots are instantly available after a snapshot is taken and allow you to view reports within CareHQ at any point in time you have a snapshot for.
Currently snapshots are only generated for the Aged debt by billing party report, but snapshots for additional reports are currently in development. These include the Aged debt by service user, Fees summary and Occupancy reports.
Viewing a report for a given snapshot is simple:
- Select Reports from the primary navigation
- Select a report (currently only Aged debt by billing party supports snapshots)
- Select the Filters button
- Find the Snapshot filter field and select the snapshot you want to view
- Select the Update button
Using filters when viewing a report snapshot
When initially discussing snapshot functionality with our users, a common complaint received regarding existing applications was the need to manually download multiple versions of a report for a period to cover all the different ways you might want to filter it.
For example, reports are often viewed at organisation level and then at group and/or location level, or you may want to filter a report by funding type and duration of stay. For larger providers this can mean downloading tens or even hundreds of versions of a report at the end of each period.
To resolve this we made support for filters a key requirement of snapshots in CareHQ; any filter you can apply to a live version of a report can be applied to a report snapshot too.
Exporting data from a report snapshot
Like filters, exports work the same for snapshots as they do for live reports. If you need to pull down a list of outstanding invoices for a given snapshot simply view your Aged debt report, select the snapshot you want to view and then the Export action.
Database snapshots
Whilst report snapshots give you instant access to specific reports, database snapshots ensure that you have access to a complete copy of your data at the close of accounting periods - just not instantly.
Unlike report snapshots, database snapshots aren't readily available within the UI and currently require a support request to be restored to view. However, we're planning to make database snapshots accessible through the UI in the future.
Database snapshots are securely stored and retrievable for up to 10 years, ensuring you're always prepared for audits and reviews, while also giving you long-term confidence in your financial recordkeeping.
No additional cost
Snapshots are provided at no additional cost with your existing plan - so you can time travel for free!