This article describes how to manually add a new person to the system when connected to one site or to the Institution/District level.
Participant data can also be added by importing multiple participant records at one time for a site. To learn how to import data, read this article.
Personal Information
Potential Duplicate Participants
After clicking Next Step, the system checks for duplicate participant records and as well as matches with imported Pre-Registration data. To save time registering participants by importing Pre-Registration data, read this article. The check compares First Names, Last Names, and Participant IDs, so verifying the correct Participant ID is entered is crucial.
The duplicate check triggers if all three fields (First Name, Last Name, and Participant ID) match exactly. Instead of creating a duplicate record, you’ll be prompted to create a new registration record for the existing participant using the Register + button next to the matching record. You will be prompted for the new registration period; click Save Registration. The system will take you to the participant's record where you can update any of their information.
If two of the three fields exactly or partially match, the duplicate participant check process will be initiated. In this instance, you will have two options:
- You can add a new registration record for one of the potential matches by using the Register + button to the left of the correct name. You will be prompted for the new registration period; click Save Registration. The system will take you to the participant's record where you can update any of their information.
- If none of the potential matches listed is the correct person you want to add to the system, you can add the new record using the Create New button.
Registration Information
The second section of the Add Participant form is for Registration Information.
Any field marked with a red asterisk is required.
Select the Registration Site and Registration Period. The Registration Period dates will auto-fill; change them if needed.
Optionally, select any other Enrolled programs the participant is participating in that you want to track in the system. To learn more about managing enrolled programs, read this article.
Click Next Step.
Address
School Information
Relationships
The fifth section of the Add Participant form is the Relationships section.
To learn more about working with relationships, please read this article.
To add relationship records for this participant, including parent/guardians or emergency contacts, click + Add Relationship.
Any field marked with a red asterisk is required. The form can only be submitted once all required fields are complete.
Once all relationship records are added, click Save Participant.
After saving, the system redirects back to the full record for the new participant. You can then add information in other sections of the participant's profile that were not part of the Add participant process. For programs supporting students experiencing homelessness, be sure to review and update the McKinney-Vento section as needed. When making any edits to the other sections of the participant's record, be sure to click Save at the bottom of the record.
Available sections within the participant record vary based on system type and user security level.
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