The Activities section is where the programs you provide are created and managed. This article focuses on creating Unscheduled Activities.
Unscheduled Activities are activities that are not scheduled for specific dates and times; an example is Drop-in Counseling.
You must be connected to a specific site to manage activities. Use the Switch Access feature to connect to the desired site. To learn more about Switching Access, please see this article.
Select the Activities tab from the left-hand navigation menu. If a red "Bad Request" message appears in the upper right corner of the screen, it means that a Site Calendar has not been set up yet. To learn more about how to add or edit a site calendar, please see this article.
Activities previously created will appear on the Activities page. This article explains how to edit and delete Activities and Sessions.
Adding an Unscheduled Activity
Click Add Activity + to add a new activity.
Step 1 - Activity Information
Enter the name of the activity. This field is required, as indicated by the red asterisk. If the activity name you enter is the same as an existing activity name, the system will prompt you in order to avoid duplicates.
You can also enter a description of the activity if desired.
Custom fields may appear on this form. If they are required, as indicated by a red asterisk, you will need to fill them out.
Click Next Step.
Step 2 - Session Information
Next, you will establish one or more sessions for the new activity.
Enter a Session Name. If you plan to create more than one session, be sure to give each session a unique name.
Complete the other fields as appropriate for your program, including Session description, Session location, Funder(s), and Designated Staff
You will have the opportunity to create another session at the end of the Session Information form.
Schedule Type
Next, to make this an unscheduled activity, select Unscheduled from the Schedule type dropdown.
Default Participation Time
When recording group participation for this activity, the system automatically stores each participant's start and end times.
Two options regarding the times that will be recorded for participants are available:
- The Current Time option is best when entering participation in real-time at an event, and each participant's exact start and end times are needed.
- The Session Start/End Times option is best if you want the participant's start and end times by default to match those of the Session. These times can be modified for each participant.
Choose the appropriate option for this activity.
Who can participate?
Next, indicate who can participate in this activity.
Typical activities are only for participants from one site. If this is the case for this activity, in the Who can participate? dropdown, choose Only participants from this site.
If the activity being created is for participants from multiple sites (for example, a summer program where students from multiple sites attend this activity), select the Participants from any sites option.
Review the session information to ensure accuracy.
If necessary, click Previous Step to edit the Activity information.
If this is the only session for this Activity, click Next Step. If other sessions are needed, click + Schedule Another Session and repeat the steps above.
Note that an activity can only have Scheduled or Unscheduled sessions. One activity cannot have both Scheduled and Unscheduled sessions.
Step 3 - Review and Save
Review the Activity and Session(s) you have created. If necessary, click Previous Step to edit the information. If everything looks accurate, click Save Activity.
After you save the activity, a green notification will confirm that it was saved. You will then be redirected back to the main Activities page, where your newly created Unscheduled Activity will appear in the list.
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