Quick start guide for new Resource users
This guide is intended for CS Resource database curators
What is CS Resource?
CS Resource is a resource curation platform that helps you:
Create and manage community service resources
Organize resources by Agency, Site, Service, and Resource
Classify services using industry-standard taxonomies
Define service areas and eligibility criteria
Keep resource information accurate and up-to-date
Key Concepts
Agency: An organization that provides services (e.g., "Homeless Services Network")
Site: A physical or virtual location where services are delivered (e.g., "Downtown Shelter")
Service: A type of service offered (e.g., "Emergency Shelter", "Food Assistance")
Resource: The actual available service = Site + Service combined
Taxonomy: Industry-standard classification system
Service Area: Geographic regions where services are available
Your Access Level
Your access depends on your role:
Reader: View-only access
Writer: Can create and edit resources
Superadmin: Full access including settings management
Understanding the Resource Hierarchy
The Four-Level Structure
Example
Important Rules
Resource = Site + Service
Resource MUST have a site
Resource MUST have a Service
Uniqueness
Each combination of Site + Service creates a unique Resource
Same service at different sites = different resources
Hierarchy
Sites belong to Agencies
Services belong to Agencies and Sites
Resources combine Sites & Services
Creating Your First Resource
To Create a Resource, an agency, site, and service must exist. The steps below will guide you on selecting or creating each entity required for resource creation.
Step 1: Select Agency
Option A: Use Existing Agency
Click the Agency dropdown
Search for or select the agency
If agency has multiple sites, you'll select site next
Option B: Create New Agency
Click "Create New Agency"
Fill in agency information:
Name (required)
Description
Legal status
Director information
Contact information
Save the agency
Step 2: Select Site at Agency
If Agency Has Sites:
Site dropdown will appear
Select the appropriate site
Or create a new site if needed
Step 3: Select Service at Agency
Option A: Use Existing Service
Click the Service dropdown
Search for or select the service
If service doesn't exist, create new
Option B: Create New Service
Click "Create New Service"
Fill in service information:
Name (required)
Description (required)
Status
Taxonomy classification (see below)
Save the service
Step 4: Complete Resource Information
Fill in the resource-specific details:
Basic Information
Description: Describe what this resource offers
Status: Active or Inactive
Alias: Alternative names (optional)
Service Area (Required)
Service Area Region: Select regions (e.g., "Central LA", "Westside")
Service Subarea: Select subareas within regions
Zip Codes: Specific postal codes served
Use the service area selector to choose from predefined areas
Service Details
Fees: Cost information (e.g., "Free", "$50 application fee")
Application Procedure: How to apply for the service
Service Requirements: Eligibility criteria (these will be a dropdown of Y-terms)
Service Exclusions: Who cannot use this service (these will be a dropdown of Y-terms)
Service Conditions (common examples listed)
Age requirements
Income limits
Residency requirements
Other eligibility criteria
Contact Information
Note: All contact information, with the exception of a website URL are pulled from the site. They cannot be made in their own at the resource level
Phones: Phone numbers (can add multiple)
Number, extension, type, function
Emails: Email addresses (can add multiple)
Addresses: Physical addresses (can add multiple)
Websites: URLs and references
Hours of Operation
Set hours for each day of the week
Notes about hours
Step 5: Classify with Taxonomy
What is Taxonomy?
Industry-standard classification
Helps categorize resources consistently
Required for services
How to Classify:
Click on "Taxonomy" section
Browse or search taxonomy terms
Select the Taxonomy Term to describe the delivered service (required)
Optionally select a Target Term(s) to specify the demographic population eligible to receive the service (additional classifications)
Save
Step 6: Save Your Resource
Review all information
Check for validation errors (marked in red)
Click "Save" or "Create Resource"
System will validate and save
You'll be redirected to the resource view page
Common Validation Errors
Missing Required Fields: Agency, Service, Service Area, Fees, Application Procedure, Taxonomy term
Invalid Format: Phone numbers, emails, zip codes
Searching Database Records
Accessing Search
Click "Search" in the main navigation
Choose search type:
Agency Search: Search agencies
Site Search: Search sites
Service Search: Search services
Resource Search: Search resources
Resource Search
Note: All search automatically defaults to searching ACTIVE records only. to search both, specify prior to searching.
Basic Search
Enter keywords in search box
Search looks in:
Service names
Agency names
Site names
Descriptions
Aliases
Results appear instantly (real-time search)
Advanced Filters
By Taxonomy: (Resource search only)
Filter by taxonomy term
Filter by target terms
By Service Area: (Resource search only)
Filter by region
Filter by subarea
Filter by zip code
By Status:
Active resources only
Inactive resources
Include deleted
By Location: (Resource seach only)
Filter by address
Filter by accessibility features
By Agency/Site:
Filter by agency name
Filter by site name
Filter by legal status
Filter by annual update status
Search Tips
Use Multiple Keywords: "food pantry downtown"
Try Synonyms: "shelter", "housing", "residence"
Use Filters: Combine keyword search with filters
Search by Phone: Use phone number to find specific resources
Search Results
Each result shows:
Resource name (Service + Site + Agency)
Service description
Location and distance
Contact information
Status indicator
Actions Available:
Click resource to view details
Click "Edit" to modify
Editing Resources
Accessing Edit Mode
From Resource View:
Open a resource (from search or list)
Click "Edit" button
Edit form will appear
From Search Results:
Find resource in search
Click on it
Click "Edit" button
What Can You Edit?
Basic Information
Description
Status (Active/Inactive)
Inactive reason (if inactive)
Alias names
Service Area
Add or remove regions
Update subareas
Modify zip codes
Service Details
Fees
Application procedure
Service requirements
Service Exclusions
Service conditions
Contact Information
Note:
Add/edit phones
Add/edit emails
Add/edit addresses
Add/edit websites
Update hours of operation
Taxonomy
Change primary taxonomy term
Add/remove target terms
Attachments
Upload new documents
Remove existing attachments
Saving Changes
Make your edits
Review changes
Click "Save" or "Update Resource"
System validates and saves
Changes are logged in audit trail
View Mode vs. Edit Mode
View Mode: Read-only, shows all information
Edit Mode: Allows modifications
Toggle between modes using "Edit" and "View" buttons
Managing Agencies, Sites, and Services
Creating/Editing Agencies
When to Create:
New organization needs to be added
Organization not yet in system
How to Create:
Go to "Agency" section
Click "Create New Agency"
Fill in:
Name (required)
Description
Director name and title
Legal status
Financial information (EIN, tax code)
Contact information
Operating hours
Save
Editing:
Open agency
Click "Edit"
Modify fields
Save changes
Creating/Editing Sites
When to Create:
Agency has a new location
Physical address needs to be tracked
How to Create:
Go to "Site" section or create from Agency
Click "Create New Site"
Fill in:
Name (required)
Description
Agency (required)
Address
Contact information
Operating hours
Save
Creating/Editing Services
When to Create:
New type of service offered
Service not yet classified
How to Create:
Go to "Service" section
Click "Create New Service"
Fill in:
Name (required)
Description (required)
Agency (required)
Site (optional)
Status
Taxonomy Term (required - select from taxonomy)
Target Terms (optional)
Save
Important for Services:
Must have taxonomy classification
Can belong to agency or specific site
Same service can exist at multiple sites
Key Features
1. Taxonomy Classification
What it is:
Standardized service categorization
Based on Taxonomy standards
Ensures consistent classification
How to Use:
Open service edit form
Click "Taxonomy" section
Browse or search taxonomy hierarchy
Select primary term (required)
Optionally select target terms
Save
Why it Matters:
Enables consistent searching
Allows proper categorization
Required for service creation
Helps with reporting
2. Service Areas
Structure:
Regions: Broad areas (e.g., "Central LA")
Subareas: Smaller areas within regions (e.g., "Downtown")
Zip Codes: Specific postal codes
How to Manage:
Use service area selector when editing resource
Select regions from dropdown
Select subareas for each region
Add zip codes for specific areas
Can add multiple regions/subareas
Best Practice:
Be specific about service areas
Update when service area changes
Use zip codes for precise boundaries
3. Service Conditions
What they are:
Eligibility requirements
Age limits, income limits, residency requirements
How to Add:
In resource edit form
Find "Service Conditions" or "Eligibility" section
Select condition types
Enter values (e.g., "Age: 18-65", "Income: Under $50,000")
Save
4. Hours of Operation
Setting Hours:
Go to "Hours" section
Set hours for each day:
Monday through Sunday
Can set "Closed"
Can set multiple time ranges per day
Add special hours for holidays
Add notes about hours
Save
Best Practices:
Be accurate with hours
Update for holiday schedules
Add notes for irregular hours
5. Contact Information
Types of Contact Info:
Phones: Can add multiple
Include type (voice, fax, TTY)
Include function (main, hotline, after-hours)
Include extension if needed
Emails: Can add multiple
Include description/purpose
Addresses: Can add multiple
Physical locations
Mailing addresses
Websites: URLs and references
Adding Contact Info:
Find relevant section (Phone, Email, Address, Website)
Click "Add" or "+" button
Fill in information
Save
6. Document Attachments
What to Upload:
Application forms
Brochures
Flyers
Policy documents
Any relevant documentation
How to Upload:
Go to "Attachments" section
Click "Upload" or "Add Document"
Select file(s)
Wait for upload to complete
Files appear in attachments list
7. Audit Logs
What they track:
All changes made to resources
Who made changes
When changes were made
What was changed
Viewing Audit Logs:
Open resource
Find "Audit Log" or "History" section
View list of changes
Click entries for details
Tasks & Dashboard
Dashboard Overview
The dashboard provides:
Your Tasks: Tasks assigned to you
Unassigned Tasks: Tasks needing assignment
Recent Activity: Latest changes in system
Resource Statistics: Overview of resources
Personal Stats: Your activity summary
Task Management
What are Tasks?
Work items assigned to you or others
Can be related to agencies, sites, services, or resources
Have priorities and due dates
Viewing Tasks:
Go to Dashboard
See "My Tasks" section
View tasks by:
Due date
Priority
Type
Status
Completing Tasks:
Open task
Review details
Complete required work
Add comments
Mark as complete
Creating Tasks:
(If you have permissions)
Go to resource/agency/site/service
Click "Create Task"
Fill in:
Description
Priority
Due date
Assign to user
Save
Metrics & Statistics
What you'll see:
Total resources
Active vs. inactive counts
Recent changes
Your activity summary
Organization-wide stats (if admin)
Best Practices
Data Quality
Be Accurate
Verify all information before saving
Double-check phone numbers and addresses
Confirm service areas and hours
Be Complete
Fill in all required fields
Add optional information when available
Include helpful details
Be Consistent
Use standard naming conventions
Follow taxonomy guidelines
Maintain consistent formatting
Keep Updated
Update information regularly
Remove outdated information
Mark inactive resources appropriately
Resource Creation
Start with Agency/Site/Service
Verify they exist before creating resource
Create missing components first if needed
Complete Service Areas
Be specific about coverage areas
Use zip codes for precision
Update when areas change
Add Taxonomy
Always classify services with taxonomy
Select most appropriate primary term
Add target terms for better classification
Include Contact Information
Add all relevant contact methods
Include hours of operation
Provide complete addresses
Search & Organization
Use Consistent Naming
Standardize agency names
Use consistent service names
Include aliases for variations
Tag Appropriately
Use tags for categorization
Help with filtering and reporting
Document Changes
Add notes when making significant changes
Explain inactive reasons
Note source of information
Communication
Add Notes
Document special circumstances
Note verification dates
Include source information
Use Inactive Reasons
Always provide reason when marking inactive
Helps track why resources are unavailable
Update Regularly
Review resources periodically
Update during annual updates
Respond to change requests
Troubleshooting
Problem: Can't Create Resource
Check:
Do you have Writer or Administrator role?
Is Agency selected?
Is Service selected?
Are required fields completed?
Solution:
Verify your permissions with administrator
Complete all required fields (marked with *)
Check for validation errors
Problem: Service Area Not Available
Check:
Are service areas configured for your organization?
Is zip code valid?
Solution:
Contact administrator to add service areas
Verify zip code format (5 digits)
Use broader regions if specific area not available
Problem: Taxonomy Not Loading
Check:
Internet connection
Taxonomy API access
Solution:
Refresh the page
Check internet connection
Contact IT if persistent issue
Problem: Can't Find Existing Resource
Solutions:
Check if resource is inactive (filter by status)
Search with different keywords
Search by agency or site name
Check if you have access to that agency/site
Problem: Changes Not Saving
Check:
Are there validation errors?
Are you in edit mode?
Do you have save permissions?
Solution:
Fix validation errors (marked in red)
Ensure you clicked "Edit" button
Verify your role has edit permissions
Try refreshing page and saving again
Problem: Can't Access Certain Resources
Reason:
Resources may be in different organization
Solution:
Verify the entity you're trying to access is in your current organization
Contact administrator if access needed
Quick Reference
Required Fields for Resource
✅ Agency (required)
✅ Service (required)
✅ Service Description (required)
✅ Service Area Region (required)
✅ Service Subarea (required)
✅ Fees (required)
✅ Application Procedure (required)
Resource Creation Checklist
Status Values
Active: Resource is currently available
Inactive: Resource temporarily or permanently unavailable
Inactive Reasons:
Delete
You're ready to start curating resources! Good luck! 🎯
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