This article describes how to record an individual's participation in your program. Please see this article to learn about recording participation for a group of participants at one time.
Click the People tab in your lefthand navigation menu.
Open the List of Participants
Locate the participant in your List of Participants
There are several tools to navigate your list of participants.
You can type a whole or partial name into the search bar. The list will filter down as you type to match your search criteria.
You can scroll down the list to find the name. By default, 25 participant records will appear on one page. At the bottom right, use the menu to change how many participant records are displayed per page, and use the arrows to navigate through different sections.
Click the pencil icon to open the participant's record.
Navigate to the Participation tab of the participant's record.
Existing participation records are listed in the table.
Add New Participation Record
To create a new participation record, click Add Participation +
Fill out the required information, including the activity, session, the date of participation (type in the date or use the calendar control), the type of participation (Present, Absent, etc.), and the Start Time and End Time of the individual's participation as well as any notes about the participation.
Custom fields may also be present at the bottom of the form. Required custom fields are marked with a red asterisk.
A note about participation dates: The selected participation date cannot be a future date for any status except for an Excused Absence. Excused absences can be recorded for future dates since they are commonly reported in advance.
Changing the times is not important if you are not tracking the exact dosage of service time and simply that the participant was present.
For Unscheduled Activities, the time will default to 12 a.m. to 11:59 p.m. You can change these times to define the time more accurately if it is important to your reporting needs.
Click Save Participation when done.
A green message will appear in the upper right, indicating the data has successfully ben saved to the system. The record will then appear in the list of participant records.
Edit an Existing Participation Record
To edit a participation record, click the pencil icon.
This opens the Edit Participation modal window. In this window, you can edit the Status (present, absent, etc.), start and end times, notes, and any custom fields as needed.
If the participant was enrolled in a scheduled activity, there will be multiple records - one for each date of their scheduled attendance. Instead of adding a new participation record, edit the record(s) to update their status, start and end times, or any custom fields.
Click Save Participation to save your changes. The modal window will close, and the "Enrolled" status will change to the status you entered (e.g., "Present").