Manage Schedule Participants and Attendance
Learning Objectives
After completing this unit, you’ll be able to:
- Add participants to benefit schedules and sessions.
- Track attendance to create benefit disbursement records.
Plan Participation
To track your work on a benefit schedule you must add participants and then take attendance to create benefit disbursement records.
Adding participants to a benefit schedule creates a few important records that connect them with a benefit and program. Then, after the session is completed you can take attendance to accurately track participants’ involvement and update benefit disbursement records for measurement and reporting.
Add Participants to a Benefit Schedule
Let’s come back to the Intermediate Healthy Cooking Class sessions that HNMI is offering this quarter for 10 program participants. You created that schedule and its 12 sessions in the last unit, and now you can add participants.
- Find and select the West Side Spring Intermediate Healthy Cooking Class benefit schedule you created earlier from a global search.
- On the benefit schedule record, click Add Participants.
- In the Select Participants from field, you can select Program Enrollments, Accounts, or Contacts to filter the list. Select Program Enrollments to filter the list to only enrolled program participants. You can optionally search for Program Enrollments, as well.
- Select the 6 program enrollments from the list. You can select and add up to 100 participants.
- Save your work to add the participants to the schedule, then wait for the notification that all of the participants have been added.
When you add participants to a benefit schedule, these records are created:
- A program enrollment record, if it doesn’t exist, to connect the participant with the program. In this example, the enrollments existed.
- A benefit assignment record, if it doesn’t exist, to connect the participant with the benefit and track that they’re entitled to receive benefits from the program.
- A benefit disbursement record for each session. Each disbursement record has a Disbursement Status of Enrolled. You update that status later when you take attendance. You learn about that at the end of this unit.
You can review the Related tab of any of the program enrollments you just added to view these records.
Add Participants to a Benefit Session
In some situations, you want to add a participant to just a few sessions.
For example, imagine a program participant at HNMI can only attend one of the intermediate healthy cooking classes you set up, but they would benefit greatly from the experience. So, the staff at HNMI only has to add that participant to one of the sessions.
- Select any session on the new West Side Spring Intermediate Healthy Cooking Class benefit schedule.
- On the benefit session record, click Add Participants.
- In the Select Participants from field, you can select Program Enrollments, Accounts, or Contacts to filter the list, plus filter by a particular list view. Select Contacts.
- Find and select the person account record for Jo Silvas. You can select up to 20 participants.
- Save your work.
The same records are created when you add a participant to a benefit session as when you add a participant to a benefit schedule. The key difference is that only a single benefit disbursement record is created—one for this session.
Tip
You can also assign a participant to benefit sessions in the care plan creation wizard. Assign the participant to a benefit, then enroll them in individual sessions. See Use Care Plans in Salesforce Help for details.
Track Attendance and Update Benefit Disbursements
Remember that when you add a participant to a benefit schedule or benefit session, a benefit disbursement record is automatically created. But, that record isn’t final. The Disbursement Status field on the record is Enrolled, and must be updated after the session to reflect a program participant's attendance.
First, navigate to the attendance page on a benefit session.
- Find and select the West Side Spring Intermediate Healthy Cooking Class from a global search.
- Select a benefit session in the Upcoming Sessions component.
- Click the Attendance tab on the record if it isn’t the default.
From this page you can update the status of a single participant or multiple participants at once. Imagine that only one participant didn’t attend the session.
- Click
in the Status column of the first participant's row.
- Select Absent.
- Click
in the Disbursed Quantity column of the participant's row.
- Enter
0.
- Save your work.
These changes are stored on the benefit disbursement record for that participant, and you can see the update here on the attendance page.
Now update the rest of the session’s participants, who all attended. You can edit several records at one time from the attendance page.
- Select the participants who were present. Select everyone except the participant you already marked as Absent.
- Click
in the Status column of any of the participants’ rows.
- Select Completed.
- Select Update select items.
- Click Apply.
- If you want to modify the quantity of any of the disbursements, click
in the Disbursed Quantity column of the participant's row. For example, imagine one participant had to leave the session early, so decrease one participant’s amount. You could also reduce all of them at the same time if the session ended early, for example.
- Save your work.
All of the benefit disbursement records for these participants are updated with the new status values. The disbursement values will be added to Disbursed Quantity rollups on the related benefit and program records when they next update.
Want to track attendance for only one participant? Use the Manage Benefit Disbursements component on a benefit assignment or care plan record.
So far in this badge you’ve learned how to enroll a program participant, schedule benefits, and take attendance to create benefit disbursements. But what about situations where you must record ad-hoc, one-time disbursements or benefits to an anonymous participant? You learn about that in the next unit.
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