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A First Look at the Enrollment Wizard

This guide answers the questions: What the Wizard is, how to start it, and what each of the 7 steps does. No computer experience needed.

A First Look at the Enrollment Wizard

What the Wizard is, how to start it, and what each of the 7 steps does. No computer experience needed.

What is the Enrollment Wizard?

The Enrollment Wizard is a guided, step-by-step helper that walks you through everything needed to fully admit (enroll) a client. Instead of hunting for each section yourself, the Wizard puts seven important steps in order and moves you through them one at a time, so nothing gets missed. A progress bar at the top shows Steps 1 through 7 and which one you are on.

How to start the Wizard

  1. Log in to the Olari Portal using your assigned Link (URL) and credentials.
  2. From the Client Census or List, click the blue “+ Add Client” button in the top-right corner.
  3. Add Client Box will appear on screen, enter the client’s name, date of birth, and gender then click save. This creates the client’s record, and system will automatically take you to the Client Chart
  4. On the Client Chart hover over the “+ Add Enrollment” blue button located upper right on screen
  5. From the dropdown list, choose the enrollment type: PreScreen (a first look before admission), Residential (staying on-site 24/7), or Non-Residential (outpatient or day program).
  6. Fill in the enrollment form: Program, Bed, County, and Referred By. (Start Date and Time plus Stage usually prefill for you. If no beds appear, click “View All Beds.”)
  7. At the bottom, click “Save & Start Wizard.”

                ✓ Important: Always choose “Save & Start Wizard,” not “Save & Close.” Save & Close creates the enrollment but skips the intake steps, leaving the record incomplete.

                💡 Tip: Fields with a red asterisk (*) are required so they must be filled in. There are some that are prefilled with “Unknown” and can remain so if the client has not given that information yet — you can update them later.

                A tour of the 7 steps

                The Wizard moves through these in order. Fill in each step, then continue to the next.

                Step

                What this step collects

                What to do here

                THE 7 WIZARD STEPS (shown in the progress bar at the top)

                1. Client Details

                The client’s full profile: Demographics (name, date of birth, SSN, phone, race, language), the Enrollment Details, Facility’s Intake Questions, and an Optional photo.

                Click “Edit” next to Demographics and fill in the profile. Click Add next to Intake Questions to answer them. Note, red asterisk (*) fields are required — many may stay “Unknown” if not yet known.

                2. Address

                The client’s address. Every enrolled client must have a primary address on file.

                Click “Add” to input the address. Typing the City often fills-in the State and County for you.

                3. Contacts

                People connected to the client: Emergency contacts, Primary Care Physician, Psychiatrist, Sponsor, or Other.

                Click “Add Contact,” choose the type, and enter their details. Add an emergency contact at minimum.

                4. Drug Use

                The client’s substance-use information — important for planning their care.

                Add each substance separately. Required: Drug, Use Type, and Status. Mark the main one as “Primary.”

                5. Medications

                The medicines the client takes right now.

                If none, choose “No Known Medications” and Save. Otherwise click “Add,” search the medicine, and enter the dose.

                6. Allergies

                Anything the client is allergic to — important for safety.

                Search the allergen, pick the reaction, and set the severity (Mild, Moderate, Severe). Severe allergies show a red warning across the chart.

                7. Tasks

                An intake to-do list created automatically for this enrollment (such as Vitals, Service Order, Enrollment Review).

                Complete only the tasks for your role. Greyed-out buttons belong to a different role — that is normal.

                When you finish

                After the last step, the client’s chart is ready. It now shows the program badge and how long they have been enrolled, a red warning if there is a severe allergy, and a badge for any tasks still due. If first vitals were not captured through the Tasks section of Enrollment Wizard, access Tasks tab from Client Chart, click “Complete” on the appropriate Vitals task — this opens the Vitals + Withdrawal Scale form. (See the “Record Vitals” guide.)

                Best practices for a smooth enrollment

                • Always use “Save & Start Wizard” so the whole intake is documented.

                • Watch for red asterisks (*) — those fields are required before you can move on.

                • Record severe allergies right away — they turn on safety warnings across the chart.

                • Add each drug separately, and mark the main one as “Primary.”

                • Greyed-out task buttons are meant for another role — you do not need to do those.