Set up attendance and enrollment for a program
Updated 2 weeks ago
Set up attendance and enrollment before you can record checks or import data. Configuration requires the Configure participation permission plus program-management access, and it happens inside one eligible recipient program.
Open Programs > Recipients, choose the program, then open the Attendance & enrollment tab (or Participation for general programs). Select Settings to open the Attendance & Enrollment settings drawer (or Participation settings). When the program is not set up, the tab shows the embedded setup form headed Configure attendance and enrollment (or Configure participation), which you finish by selecting Open roster (or Open participant list).
Choose the terminology
Under Workflow > Program structure, choose Schools & classes (school terminology) or Locations & groups (general terminology). This controls the labels throughout the workspace, including whether the tab is called Attendance & enrollment or Participation.
Set the cadence
Under Workflow, set the Check-in schedule to Weekly, Every two weeks, Monthly, or No fixed schedule. With No fixed schedule, the overview shows Start a new check at any time. Set the Default evidence and the Available evidence sources in the same section.
School programs offer Official register, Direct headcount, Staff confirmation, Guardian confirmation, Imported record, and Other evidence. General programs offer Official record, Direct observation, Staff confirmation, Participant or caregiver confirmation, Imported record, and Other evidence.
Add periods, sites, and cohorts
Before you can record checks, the program needs one open, dated period and at least one named school or location that contains a named class or group.
Periods are dated and have a state of Draft, Open, or Closed. Select Add period to create one. Keep one open at a time: selecting Open sets every other period to Closed, and the form rejects saving a second open period.
Schools or locations hold the classes or groups where checks happen. Select Add school (or Add location) to add one.
Classes or groups are the rosters you check. Select Add class (or Add group) to add one to a school or location.
Configuration supports up to 100 schools or locations, up to 100 classes or groups per school, up to 25 aliases per school or class, up to 25 intake fields, and up to 100 profile-readiness fields.
Configure evidence, profile readiness, and follow-up
Under Student profile setup (or Participant profile setup), choose the fields to ask when adding a new student or participant (Ask when adding a new student), the fields required for a complete profile (Required for a complete profile), and whether a Profile photo is required. When no intake fields exist, the form notes that Student name is always required (or Participant name is always required).
The same section holds the follow-up settings: Unresolved checks before follow-up, Days without confirmation before review, Default follow-up owner (which offers Person recording the check plus any configured assignees), and Follow-up due after (days).
Select Save settings (or Open roster / Open participant list when finishing the embedded setup form). Saving requires one open, dated period and at least one school with a class (or at least one location with a group for general programs); otherwise the form shows Open one dated period and add at least one school with a class (or Open one dated period and add at least one location with a group).
Restrict access by site or cohort
Under Operator access, select Add restriction to limit a role to specific schools or classes (or locations and groups). The section appears only when the program has saved schools or locations and roles exist. In each restriction, choose the Role, the School (or Location), and the Class (or Group), which offers All classes (or All groups) as an option. Roles without a restriction can access the whole program. Staff with Configure participation also retain whole-program participation access.
Reports and exports using participation fields are blocked for operators restricted to selected schools/classes or locations/groups. Those operators can use the scoped Attendance & enrollment or Participation workspace.