This article describes how to record an individual's participation in your program. Learn how to record participation for multiple participants at once in this article.
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 +
Enter the required details: Activity, Session, Date (type or use the calendar), Status (e.g., Present, Absent), Start Time, End Time, and optional Notes.
Custom fields may appear at the form's bottom; required ones have a red asterisk.
The participation date cannot be in the future unless the status is Excused Absence, which can be future-dated, as they are often reported in advance.
The Start Time and End Time default to the original Activity Session times but can be adjusted to reflect actual participation.
Adjusting times isn't necessary if the exact service time isn't tracked, as long as the participant attended.
For Unscheduled Activities, times default from 12:00 a.m. to 11:59 p.m. Change them if tracking actual time served is important.
Click Save Participation when finished.
A green message confirms that the data was saved, and the record appears in the participant list.
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 that multiple records will 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 the participant's Status, Start Time, End Time, Notes, and any custom fields as needed.
Click Save Participation to save your changes.