UCD Registry Clárlann UCD

Tierney BuildingUniversity College DublinBelfield, Dublin 4, Ireland

T +353 1 716 7777

Áras Uí ThiarnaighAn Coláiste Ollscoile, Baile Átha CliathBelfield, Baile Átha Cliath 4, Éire

www.ucd.ie/registry

Unified Support Model

UniShare User Guide

Version 3.0

Contents

• Accessing UniShare

• My UniShare

• Recording an anonymous contact

• Search with student number/name

• Recording a quick contact

• Adding a Contact Record

• Adding a Referral

• Resolving an outstanding referral

Accessing UniShare

To log into UniShare click on the ‘Systems’ tab

Then click on the ‘UniShare (CRM)’ link

Accessing UniShare

Then click on ‘My UniShare’

Accessing UniShare

Your recent contacts from the last 7 days will appear on the left hand side (below the quick tasks) and student with a follow-up/referrals

outstanding will appear on the right hand side

My UniShare

You have two options to log a student interaction:1. You can log your interaction anonymously by using the

quick task options2. Or you can use the search function if you have a student

number/name

Team Follow-ups will appear can be accessed here

My UniShare

Here you can see how many follow-ups are currently outstanding.

Team Followups

Recording an anonymous contact

To record a quick task select the Desk/Phone/Email option

Anonymous Quick Tasks should be used to track interactions that take place with people who are not in the system or where you don’t

have access to the student number

Select a quick task to log an interaction anonymously

Recording an anonymous contact

Search with student number/name

You can use the search function if you have the students name/number.

To search for a student simply enter a student number/name and click “Search”

Search with student number/name

Select the relevant student number

Search with student number/name

A (Applicants) and P (Personnel) will also appear

Recording a quick contactSelect the type of contact record you want to make: Quick task for simple issues where you only need to record that there was an interaction but no detail is

required

Choose which quick task you’d like to record

Recording a quick contact

Adding a Contact Record

Select ‘Add a Contact Record’ for a more involved query where you

want to record details of theinteraction

Select a primary category.You can add a secondary category

if you wish, if the query spans different categories

Adding a Contact Record

Select what kind of interaction you had with the student (desk, email, phone etc.)

Adding a Contact Record

Enter your comments/ the relevant details of the interaction here

Adding a Contact Record

Adding a Contact Record

When you are finished, hit submit to save

Select the ‘followup required’ option if further action is required.

Notes • All contacts that your team record will be visible

to the rest of the team under the Contact History

tab

• You can add a comment on a task that has

already been recorded by selecting the contact

and then selecting Edit Contact

• Once a contact has been recorded, staff members

can edit/update the record as required

• All contacts that have been recorded can be

deleted within 24 hours by the person who

created them

Adding a ReferralYou have two options if your want to add a referral:

1. Select the date of an already existing interaction in the ‘Add a Contact Record’ or

2. Add a referral when you are adding a contact record

You must first record your interaction with the student as above. Select the Save and Refer option to then add a referral.

Adding a Referral

Please note: Text entered in the outcome field will only be visible to your own

team/Unit

Select Add New Referral

Adding a Referral

1. Select the area for your referral2. Select the name of the staff member (Optional)3. Record the information you want them to see

4. Save the referral

Adding a Referral

Resolving an outstanding referral

Once a referral has been submitted an email will be sent to the relevant area/staff member.

The area/staff member should receive an email with details of your referral (name, number, referral reason and who has referred them)

informing them that a student may contact them.

The recipient can then resolve the issue using the links provided in the email

Resolving an outstanding referral

UniShare Users : to resolve the referral select the date and insert the relevant information

Resolving an outstanding referral

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