Dementia Directory – service provider’s guide

Promote your dementia-friendly support services for free in our Dementia Directory and help people in your local area find the support they need

Accessing the directory

Submitting an account request

We need some information to check your eligibility for the Dementia Directory. These details will not appear on your public service web page:

• Name of the organisation or service provider
• Address
• Website
• A brief overview of your organisation and its services

We will also require contact details and an email address. If approved, this email address will be the one linked to your account.

Your request to use the portal will be submitted to the Dementia Directory team. Please allow up to two business days for a response.

Getting a service approved

We will review the service record to ensure the information is suitable for publishing in the Dementia Directory. We may edit the service information you’ve submitted for consistency with our house style.

The record will be locked to further amendments until it has been approved or rejected. Its status will show as being ‘Waiting to be approved’ on your homepage.

Once the record has been approved, you will receive a confirmation email to inform you that your service has been accepted and is in our Dementia Directory. If your service has been rejected, you will receive an email explaining why and what needs to be amended.

Recalling a service from approval

If you have submitted a service for approval by mistake, or need to make further amendments, you can unlock the service record by clicking ‘Edit’ and then the ‘Recall from Approval’ button. This button only appears after a service has been submitted for approval.

Editing your services

You can edit your service’s details by clicking ‘Edit’ next to the service on the homepage or within the service record itself.

You can click the ‘Save’ button to save the changes you have made so far and continue amending the record later on. When you’re happy with all the amendments you have made, submit the record for approval.

Service records can be edited at any time unless they have already been submitted for approval. These are locked until they have been approved by the Dementia Directory team (or rejected if further amendments are needed). You can recall a service record once it has been submitted for approval (see above).

The changes you are making to a service will not be visible if you click ‘View’ next to that service on the homepage until the record has been submitted for approval and approved by the Dementia Directory team.

• The ‘View’ mode of each record will only show details of the service as they were when they were last approved. 
• The ‘Edit’ mode will show the changes that are being made to the record. 

Once these changes have been submitted for approval and approved, these will be reflected in the ‘View’ mode as well.

Copying a service

If you are running similar services, but in different locations, the ‘Clone’ button on a service record may help you add a new service more quickly. You can then make the necessary changes, save the record and submit it for approval.

If you create a copy by mistake, click on the ‘Discard Edits’ link which will take you back to the homepage.

Remember: if you save a record, you will have to submit the service for approval before it appears on the Dementia Directory. If you save a copied service by mistake you will need to contact the Dementia Directory team to delete it.

Reviewing a service

All the services with an Open or Suspended status will need to be reviewed at least once a year to ensure that the information on the Dementia Directory is up to date.

You will receive reminders to review these services if they haven’t been updated during the 10 months since the ‘Last reviewed’ date, which is shown on the homepage for each service.

These monthly reminders will continue until one of the following actions has been completed:

If the service information needs updating

• Choose ‘Edit’ and update any out-of-date information. 
• Always remember to submit the record for approval, otherwise we will not be notified that the record has been reviewed.

If the service information does not need updating

• Choose ‘View’, then click the ‘Mark as reviewed’ button at the top of the service page.
• This will update the ‘Last reviewed’ date and you won’t be contacted again for another year.

Discarding your edits

Clicking the ‘Edit’ button allows you to amend your service’s details.

If you have changed your mind or have realised that the service’s details do not need to be amended, you can click the ‘Discard Edits’ button to return to the homepage, without affecting the service record you were editing.

Closing a service

It is not possible to delete a record completely. If your service has closed and you need to remove it from the Dementia Directory, choose ‘View’, and then the ‘Mark as closed’ button.

This will create an automatic Closed Date field and a Closed status, which is automatically submitted for approval.

Once the change has been approved, the service record will still show in the Dementia Directory portal, but with a ‘Closed’ status. The service will be removed from the online directory. You will not receive annual reminders to review any service with a Closed status.

To close a service record, you can also click ‘Edit’ on the homepage, complete the ‘Close date’ field and submit for approval.

Reopening a service

If a closed service has started again, you can click ‘View’ next to it on the homepage and then the ‘Mark as open’ button.

This will remove the Closed Date field. Update any information in the other fields and click ‘Submit for approval’.

To reopen a service record, you can also click ‘Edit’ on the homepage, erase the ‘Close date’ field, check that all the other information is still accurate or update accordingly and submit for approval.

Ownership of service records

You will automatically be the Owner of all your organisation’s service records if you are the first person from your organisation to join our portal or if those services had not been assigned to anyone else.

When you login into the portal, you might find that some of your services are already showing on the homepage. This is because:

• someone in your organisation might have given us details of those services
• our staff are aware of those services and would like to refer people to them.

If you are not involved with a service, choose the action ‘Release ownership’ next to that service.

If you know who the best contact is for a service, invite them to use our portal so that they can claim ownership of those service records and provide us with up-to-date information.