The Interpreter Intelligence Interpreter Portal provides an Interface for Agency Contacts/Interpreters to respond to requests for new Bookings online, view the Jobs Calendar, Close Jobs, and view Payments and Reports, according to the permissions granted. To setup Interpreter Portal Access for your Interpreters please see the topic ‘User Management’.
This document can be sent to Interpreters as a training resource. We also have downloadable Quick Guide pdfs you can share with interpreters around both the desktop site and mobile app available at the bottom of this page.
Interpreter Portal for Interpreters
(Desktop Site)
The URL, username and password to access the Interpreter Portal will be provided by your agency who also manages your account. You will likely be asked to change your password when you first login to the Interpreter Portal.
Please note that some options described herein may not be enabled by your agency. Please contact your agency if you have questions about access to any of the features outlined.
This section will cover the Desktop Site or the full site for the Interpreter Portal, i.e. when you login using a laptop or other desktop device.
Manage Profile
At the top right of the Interpreter Portal, you will see your username that you used to log in. Use the drop down menu and select ‘User Profile’ to manage your information:
- On the Personal Information tab you can review and edit any relevant information
- On the Financial Information tab you can review and edit any relevant information pertaining to bank details for Payments
- Under the Employment tab you can review and manage Eligibilities & Qualifications - these are criteria that the agency has set which you must meet to work for the agency (Eligibilities) and/or Certifications that you hold to carry out work in certain appointment settings such as Legal, Medical etc.(Qualifications). If any of these have Expired this will be visible under this tab and you can add new information/supporting documentation to reactivate the criteria. Note that depending on how your agency has established these criteria, you may not be assigned to any or certain appointments if these criteria are out of date.
- Under the Availability tab you can set your regular and/or specific availability for jobs. Note that your agency may have already set this for you or they may request that you set and/or modify this.
Note that if your availability is not set, you will appear available at any time by default, however, as soon as any availability is set, you are only available for that specific period therefore you should ensure that you fully complete your availability.
There are 2 tabs available:
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General is used to specify your recurring (regular) weekly availability
- To set your General Availability, click on a start time, for e.g. 9 am on the calendar and hold and drag your mouse all the way down to the end time, e.g. 5 pm -note the resulting blue box for available time
- In the pop up box you can select an availability option from the drop down menu (optional) and click Save
- If there are breaks in your daily availability you can simply repeat this process for individual time slots e.g. 9 am to 12 pm, 1 pm to 5 pm
- If the click and drag did not select the exact time you can use the Red trash icon to delete the availability slot or you can drag the top or the bottom of the time slot upwards or downwards to adjust the time slot
- Note that for 24-hour availability you can click on the all-day section at the very top of any day
- Specific is used for anything such as time off/specific unavailability for certain times and dates; anything that is outside of what is set on the General tab; anything entered on the Specific tab will override the General availability.
Dashboard
When you first login to the Interpreter Portal you will automatically land on the Dashboard. This can also be accessed at any time by selecting the ‘Home’ menu.
Most of the functions that you will need are available directly from the Dashboard and this is divided into a number of sections/grids.
You can filter the data in any of the grids by typing into the column headers (or selecting a drop down value where available) and if you wish to see more/less Booking details you can use the Reset Columns button to add/remove columns.
- Offered Jobs - this is a list of jobs that have been Offered to you by your agency which you will need to respond to. Simply click on the drop down menu next to any job to access the Job actions such as viewing more or accepting/declining.
- Declined Offers - if you have previously declined an Offer, the offer will still be visible in the Offered Jobs list and will be marked that it has been declined. The offer will show here until another Interpreter is assigned. If you are later able to accept the Job you had previously declined you will be able to do so. You can also filter Offers on this list by the Declined status if you wish to see new/active Offers only that you have not yet responded to.
- Messages & Alerts - if your agency has posted a message or an alert for you, you’ll see these in this section - you can Mark as Read or Mark as Resolved as appropriate. Your agency can also create a Splash Message right above that for any Important reminders or process changes.
- Today's Job Diary - this will give you an instant view of your Jon’s scheduled for today. Use the drop down menu next to any of the Jobs to access the actions menu such as viewing more or downloading the VoS form.
- Past Jobs - To be Closed - this is a view of Jobs in the past which will need to be Closed by you. Use the drop down menu next to any of the Jobs to access the actions menu such as Close.
- Missing document - To be Uploaded - this is a view of Jobs in the past which have been Closed by either you or the Agency/Customer but where additional documentation is required, usually the VoS form.. Use the drop down menu next to any of the Jobs to access the actions menu such as add VoS.
- Calendar View - Get a bird’s eye view of the Jobs Calendar for a month, week, or day at a time. Jobs are color-coded by Status, the color legend can be found at the top of the calendar. You can use the arrow toggles ➤ to jump backwards or forwards on the Calendar or you can use the Calendar icon to select a specific date. Hover over any Job to get a pop-up summary or click on the job to access the Job actions menu.
Verification of Service (VoS)
The Verification of Service (VoS) form is the form that is typically brought by an interpreter to the scheduled booking, which contains information about the job and will be signed by a Customer representative after the booking has been completed to verify the actual start and end times for the booking.
The VoS can be viewed at any time, as well as Print, Save as PDF, or Share via Web. Prior to the completion of the interpreting assignment the form can be printed with the blank areas to be filled in at the time of assignment.
Click on the Job on the Calendar view, or the drop down menu next to any assigned Jobs in the Dashboard grids, select the VoS action.
Close Job
Once the interpreting assignment has been completed, the Actual Start and End time needs to be submitted for invoicing and payment as well as uploading the VoS, adding any Incidentals which may be reimbursed, if this option has been enabled by your agency.
- Using the drop down menu in Today's Job Diary or Past Jobs - To be Closed or clicking on a Job in Calendar View, select Close
- On the Close Job screen you will notice that the Start/End Date/Time fields will be automatically populated with the scheduled date/times - these can be updated to reflect the actual start/end times
- Click on the Browse button to locate and upload the completed VoS
- Select ‘Yes - Interpretation Provided’
- Add any relevant Job Close Notes
- In the Additional References section, your agency may have defined some fields that you need to populate
- Click on Add Incidental to add any expenses such as Mileage, Parking etc. if facilitated by your agency. Repeat this process for each individual Incidental that you need to add.
- Click on Add Document if there is any other documentation relevant to the assignment
- Click on the Next button
- You will then receive a summary screen which will allow you to review the Job details as closed by you and review an estimate of the Payment if this is enabled by your agency - if you need to make any further changes click Previous or you can Cancel the Close action
- Add your Initials to the box to sign off and click on the Agree button for any disclaimers added by your agency
- Click on Confirm & Close Job and you will receive a success confirmation message
Cancelling a Job
If enabled by your Agency you can Cancel a Job when the appointment is no longer required or the Consumer did not attend, for example.
- As per Job Close - using the drop down menu in Today's Job Diary or Past Jobs - To be Closed or clicking on a Job in Calendar View, select Close
- On the Close Job screen select 'No - Interpretation NOT Provided (click to select a reason)'
- Select a Cancellation Reason
- Complete all other sections as per Job Close to complete the Cancellation
- If enabled by your Agency, you will also be able to set a different Cancellation Date & Time than current date/time e.g. Job may have been Cancelled when you arrived onsite but you were unable to Close/Cancel the Job at that time
Receivables (if enabled by your Agency)
The Receivables menu will allow you to view Payments generated for you by your Agency. The summary page will display a high level view of all available Payment. You can hover over the status icon (St.) to get a quick view of the status of any individual Payment and you can filter this table by Payment Status and any of the other columns available.
The View commands found under the action menu for a particular Payment will allow you to view the Payment in detail as well as Print or Save a pdf document of the actual Payment.
Reports (if enabled by your Agency)
Interpreter Intelligence has a number of reports that provide insight into the data related to your appointments. These reports will give you more visibility into your Job statistics overall as well as by Customer, Language etc.
To access Reports (if this has been enabled for you by your Agency), click on the ‘Reports’ menu.
You can specify the Date Range to include and click on Re-run Reports. The data is presented graphically, however, you can Export the raw data from any individual Report as well as using the Export option under the Re-run Reports button.
Agent Page (if enabled by your Agency)
If you are providing On-Demand Video or Phone Services for your agency you can set your availability on the ‘Agent’ menu. Please ask your agency for additional information and training resources on these services if relevant.
Mobile App for Interpreters
Interpreters can download the Interpreter Intelligence app from the app store applicable to their mobile device. Login with your username, password, and the “token,” which is the beginning of the URL for your agency. For example, for www.demo.interpreterintelligence.com the token is “demo.”
After logging in, you will select one of the two modules: On Site or On Demand. The On Site module contains all onsite jobs and is used to accept, confirm, and close on-site and scheduled 3rd-party VRI jobs (e.g. a job via Zoom). The On Demand module enables you to mark yourself active for Video and Voice On-Demand jobs, and participate in OPI & VRI Scheduled jobs.
On Site Module
On the home page, use the arrow toggles to move between dates or touch the bold date at the bottom of the screen to open on the calendar wheel to navigate to a particular date. You may also tap on Offered at the bottom of the screen to see active job offers to accept or decline. Tapping on More enables you to switch modules within the app, to get agency contact information, and to log out.
Job Details
Tap on any Job to scroll through the Job details, map, get directions etc. Information provided by your agency will appear in the applicable Notes fields.
If required by your agency, tap on the Verification of Service to open the VoS. Depending on the requirements of your agency, you may be required to print the VoS and upload it at closing.
Incidentals and Job Close
Tap on the three vertical dots at the top right of the screen to Confirm a job (if required by your agency), add Incidentals, and/or Close a job.
Tap New to add an Incidental. Use the scroll feature to select the type, add the quantity to the field, and tap Save. Receipts and other items may be uploaded from this tab.
The Job Close screen contains the same information as per the process outlined for the Desktop site, however, prior to the final job close screen you may be required to gain an e-signature.
E-signature (if enabled by your agency) is unique to Job Close on the mobile app. The e-signature replaces a VoS in this instance, you will be asked to get an e-signature from a Customer representative or whoever would normally sign the VoS form. The signatory can sign directly on the device and also add their name to the Signoff.
To Close a job, tap on the three vertical dots on the upper right hand of the screen. You will be asked to complete fields as required by your agency. Follow steps as you would on the desktop portal.
The Offered screen will allow you to Accept/Decline Job Offers.
Click on any Job in the Offered screen to view Job details and use the Accept/Decline buttons as appropriate or Cancel to return to the Offered screen.
If you tap on an offered job that has already been accepted since the last time your screen was refreshed, you will receive an alert.
On Demand Module
Your agency may provide OPI and VRI services. If you are providing those services for your agency, you can use the Mobile App to access your “agent” account and mark yourself available to receive OPI and/or VRI calls on demand. You may also access scheduled OPI and VRI calls and initiate those calls from the app.
For further information on the Interpreter Portal please also view the
Interpreter Intelligence Interpreter Portal Overview video and