Get to Know Enrollments and Deliveries

Learning Objectives

After completing this unit, you’ll be able to:

Describe how benefit schedule, benefit session, and benefit disbursement records work together to track your work.
Enroll a participant in a program.

Salesforce offers Salesforce for Nonprofits, which includes integrated platform solutions and managed packages. This module provides information about Nonprofit Cloud for Programs, a platform solution. For information about managed package products, see Manage Your Mission with Program Management Module in Trailhead. If you’re not sure which solution your organization uses, check with your Salesforce administrator.

Before You Start

Before you start this module, consider completing the following recommended content.

Programs and Benefits in Nonprofit Cloud for Programs

Increase Insights and Impact

When you report on your mission, you likely report high-level totals: the number of people served by a program or the amount of a particular benefit you delivered in a year.

As you know, those high-level numbers are made up of many small moments. Each class your team leads, every one-on-one counseling session, every meal distributed—it all adds up.

In this module, you learn about those individual events, which are recorded as benefit disbursement records in Nonprofit Cloud for Programs.

A nonprofit distributes meals after a natural disaster

Nonprofit Cloud for Programs is an integrated Salesforce platform solution to give you the insights, collaboration, and efficiency tools to increase your impact. It helps nonprofit organizations like yours define, plan, deliver, and track programs and the benefits they provide—then connect the dots to make real-time decisions about how to improve your work.

In this unit, we start by discussing some of those dots: The objects and records you use to track your work.

Understand Schedules and Ad Hoc Benefit Deliveries

The highest-level data in Nonprofit Cloud for Programs are program records, which track the thematic areas of your work. Each program can have many related benefit records, which track what your nonprofit provides to participants and recipients. If you haven’t set up your programs and benefits, start with the Programs and Benefits in Nonprofit Cloud for Programs badge.

To track a program participant’s eligibility for benefits—like 12 classes or 5 hours of counseling—you use benefit assignment records to account for your benefit disbursements.

Then, when you provide those benefits, you track that activity with a benefit disbursement record. Benefit disbursements store information about a service, like when it was provided and how much was given. You can measure your benefit disbursements in time, money, goods, or some other criteria.

You’ll likely create many, many benefit disbursement records. So, Nonprofit Cloud for Programs helps you create and manage benefit disbursements in two ways: by scheduling them in advance and by creating them as needed when they occur.

You use benefit schedule records to create disbursements for planned sessions. A benefit schedule helps you create one or more benefit sessions, to which you can add participants, track attendance, and efficiently create benefit disbursement records.

A schedule can be one-time, recurring on a regular schedule, or include many sessions scheduled irregularly. When you create a benefit schedule, a benefit session record is automatically created for every occurrence in the benefit schedule if it’s recurring.

If you offer a benefit that doesn’t have planned participation—such as a walk-in service or disaster relief—you can create ad-hoc benefit disbursements as needed. You review all of these different scenarios in this module.

Want to Get Hands-on with Nonprofit Cloud?

In this module, we show you the steps to manage attendance and benefit disbursements in Nonprofit Cloud. We don’t have any hands-on challenges in this module, but if you want to practice and try out the steps, register for a free Nonprofit Cloud trial org with sample data. A regular Trailhead Playground doesn’t have Nonprofit Cloud or our sample data. Here’s how to get the free trial edition now.

Sign up for a free 30-day Nonprofit Cloud trial org.
Fill out the form.
Click Submit. A confirmation message appears.
When you receive the activation email (this might take a few minutes), open it and click Verify Account.
Complete your registration by setting your password and challenge question. Tip: Save your username, password, and login URL in a secure place—such as a password manager—for easy access later.

Your Nonprofit Cloud trial org is ready.

Enroll a Program Participant

First, you must know how to enroll a participant in a program. You track this relationship with the Program Enrollment object.

If you work with individuals, you might call the people you serve clients, students, guests, or something more specific. You might also serve animals or other organizations. We use the term participant here to refer to anyone—or anything—enrolled in your programs and benefits. We use the term recipient for those people who receive a benefit but aren't enrolled, such as an anonymous recipient.

Program enrollments can be related to either contact or account records by default. Your person accounts for individuals appear in list views and search as both contacts and accounts, and organizations appear as only accounts. See Stakeholder Management in Nonprofit Cloud in Trailhead for details about person accounts.

In this badge, you follow along with Hunger No More International (HNMI), a nonprofit working to end hunger and promote healthy food options globally by providing access to nutritious meals, education, and resources. You complete the same steps as Luke Richardson, an HNMI program manager for the organization’s nutrition education work who ensures that program’s effectiveness.

Luke starts by adding a participant to one of HNMI’s programs by creating a program enrollment record. This example follows the standard process—yours may be different depending on what’s required to enroll a participant in a particular program. Work with your admin to create a custom enrollment process to fit your needs.

Find and select Program Management from the App Launcher ().
Select the All Programs list view.
Select the Nutrition Education program from the list view.
Click Add Participants.
In the flow, select Contacts to add person accounts to the program. You can also select a list view to further filter the results.
Find and select participants from the list. You can add as many as 20 participants to a program at once. Select Alex Brown.
Save your work.

A program enrollment record for the Nutrition Education program

If your organization wants to track a set of participants as they move through a program together—such as everyone who starts a program in a particular month—group their program enrollments using the Program Cohort object. See Manage Program Cohorts and Cohort Members in Salesforce Help for details.

Now that you know about the objects you use and have enrolled a program participant, you can dive in to benefit disbursements and benefit schedules in the next unit.

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