Student SupportTracker Help Center

Find answers fast: Ask a question, search for keywords, or explore articles below.

Managing Individual Participation

Kathryn Johnson
Kathryn Johnson
  • Updated

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.
 
LOP Functions.png
 
Click the pencil icon to open the participant's record.
OSTT Make a Part Record form a Rel Record Edit.png
Navigate to the Participation tab of the participant's record.
SST Participation Tab.png

Existing participation records are listed in the table.

SST PartTable.png

Add New Participation Record

To create a new participation record, click Add Participation +
SST IndPart Add PArt.png
Fill out the required information, including the Activity, Session, Date of participation (type in the date or use the calendar control icon), Status (the type of participation such as Present, Absent, etc.), and the Start Time and End Time of the individual's participation as well as any optional 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.
 
Note 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.

SST Add Individal Partipation Form.pngThe Start Time and End Time default to the times that were entered when the Activity Session was originally set up. If needed, these times can be changed to reflect the actual participation time. 
 
Changing the times is not important if you are not tracking the exact dosage of service time and simply that the participant was present.

Note that for Unscheduled Activities, the time will default to 12:00 AM to 11:59 PM. You can change these times to define the time more accurately if it is important to track the actual amount of time served.
 
Click Save Participation when done. 
 

A green message will appear in the upper right, indicating the data has successfully been saved to the system. The record will then appear in the list of participant records.

SST PArticipation Green messag.png

Edit an Existing Participation Record

To edit a participation record, click the pencil icon next to the record you would like to edit.
 
This opens the Edit Participation modal window. In this window, you can edit the Status (present, absent, etc.), Start Time, End Time, Notes, and any custom fields as needed.
 
If the participant was enrolled in a Scheduled Activity, note there will be multiple records that appear, one for every date for which the activity is scheduled. Instead of adding a new participation record as described above, edit the existing date record to update their Status, Start Time, End Time, Notes, and any custom fields as needed.
SST Edit Existing Participation Record.png
Click Save Participation to save your changes. 

Was this article helpful?

0 out of 0 found this helpful

Have more questions? Submit a request