This article provides an overview of the various sections of a Participant record as well as how to edit these various sections. More detailed information can be found about these sections in the linked articles:
Please see this article to learn how to add a new participant.
Locate the participant in your List of Participants
There are several tools to navigate your list of participants.
Editing People
If your District/Institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
To edit participant information, locate the person in the list and click the pencil icon.
Personal Information
This section includes general information about the participant, such as name and demographic information. A red asterisk next to a field name indicates that data must be entered into this field before the record can be saved. Additional custom fields may appear at the bottom of the form, some of which may be required.
If your District/Institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
Address
This section includes data fields displaying the participant's physical home address, mailing address, phone number, and email. A red asterisk next to a field name indicates that data must be entered into this field before the record can be saved. Additional custom fields may appear at the bottom of the form, some of which may be required.
If your District/Institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
Please see this article to learn more about the Address section of the participant record.
School Information
This section contains information about students' schools and other academic-related data. A red asterisk next to a field name indicates that data must be entered into this field before saving the record. Additional custom fields may appear at the bottom of the form, some of which may be required.
If your District or institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
To learn more about the School Information section, please see this article.
Relationships
This section contains information about key people with a relationship to this participant.
The relationships table displays a list of existing relationship persons, phone numbers, and relationship indicator symbols will appear. Hovering your mouse over the symbols provides a description of what the symbol means.
- P: Primary Contact
- P/G: Custodial Parent/Guardian
- LW: Lives with Participant
- E: Emergency Contact
If your District or institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
To learn more about the Relationships section, please see this article.
Registration Information
The table lists existing Registration Period records. It displays the participant's enrollment start and end dates in which program(s) at which site(s). If the person participates in more than one program or at more than one site, they may have multiple records listed.
If your District or institution has an SIS data import process, data in this section may be updated with every import. To prevent manually inputted data from being overwritten, check with your system administrator before making changes.
To learn more about the Registration Information section, please see this article.
Participation
The Participation contains a record of the individual's participation in various activities, which can be viewed, edited, and added to. The table lists any previously tracked participation in activities.
Participation records can be edited, and new participation is recorded only when a user is connected to an individual site.
Please see this article to learn more about Tracking Individual Participation.
Notes
The Notes section is where notes about a participant are recorded. The table lists notes previously entered regarding the participant.
Please see this article to learn more about Managing Notes for a participant.
Communication Log
The Communication Log section is where a record of communications related to a participant is recorded. The table displays a list of previously recorded communications.
Please see this article to learn more about Logging Communications for a participant.
Goals
The Goals section is where goals related to a participant are recorded. The table lists previously recorded goals, including their date set, date completed, and date updated.
Please see this article to learn more about Recording Goals for a participant.
Enrollment
The Enrollment section is a view-only listing of which activity sessions the participant has been enrolled in. The list can be sorted by clicking on any of the headings (Site, Activity, Session).
Please see this article to learn more about enrolling a participant in an activity session.
Documents
The Documents section is where documents related to a participant are securely stored. The table lists previously uploaded documents for this participant, including the date uploaded and person who uploaded the document. Documents can be downloaded using the down arrow.
The following file formats are accepted: .pdf, .doc, .docx, .xls, .xlsx, .csv, .jpg, and .png. The file size limit is 20 MB.
Please see this article to learn more about Uploading and Managing Documents for a participant.
Teachers
For students, the Teachers section allows one or more day school teachers to be linked to the participant's record. This enables better communication between the program and teacher and also facilitates teacher surveys seeking information about the student to be sent.
Please see this article to learn more about assigning teachers to participant records.
Deleting a Participant
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