Apricot's Batch Record tool provides a convenient way to create identical Tier 2 records for multiple Tier 1 records at the same time. This can be especially helpful when you need to log the same information, such as an activity or class, for a group of clients or participants.

Batch Records can only create identical Tier 2 records; they are not available for Tier 1 records and they cannot update any existing records. To modify many records at once, you can instead use the Import Tool. To create multiple Tier 2 records with different information for each Tier 1 record at once, we may recommend the Registration Grid.

Follow the steps listed below to learn how to enable Batch Records in a Tier 2 form and create identical records for multiple Tier 1 records.

In the Administrator tab of Apricot, expand the "Form Designer" category of the navigation bar and select "Standard Forms". The page will display the list of available Tier 1 forms to edit.

Next, click on the black arrow next to a Tier 1 form name to view the list of Tier 2 forms housed under it. Hover over the Actions menu next to the Tier 2 form you want to enable Batch Records for and select "Edit". This will open the form in the Form Designer.

Click on the top-most gear icon on the page to open the Form Properties window. Under the Settings section, check the "Allow Batch Record creation?" box to turn on the Batch Record tool then click "Apply" to close the window.

Then, select "Publish Form" in the Form Actions palette to make the Batch Record tool available to users when accessing a Tier 1 Record Search page.

Switch to the "My Apricot" tab and click "Search Records" on the navigation bar. Choose the appropriate Tier 1 form name from this category to open its Record Search page and view existing records of the Tier 1 form.

The "Create Batch Records" palette appears under the Search Actions palette, and all Tier 2 forms housed under the current Tier 1 form are listed here. Click one of the form names to open a blank record of the Tier 2 form.

Fill out the form fields, keeping in mind that the exact values entered in the record will be saved for every Tier 1 record selected.

To choose which Tier 1 records should have this Tier 2 record saved under it, select "Pick [Tier 1 Form Name]" in the Record Options palette. A Record Search pop-up will appear for you to click the Tier 1 record names you're looking for.

Click the "x" at the top-right of the Record Search window to close the pop-up once you're finished. The list of Tier 1 records you chose will appear in the "Records Selected" section to the right of the form. You can remove records from this list by selecting the "x" next to the record name.

Note: If you'd like to create this identical record for a group of Tier 1 records you have saved as a Favorite List, you can select the name of the group from the "Favorite Lists" dropdown. Individuals can still be removed from the Records Selected section by clicking the "x" next to their name. This won't remove them from the Favorite List but will ensure they're not included in the Batch Records.

Once you've selected your Tier 1 records, the "Assign Programs" pop-up window should appear for you to select which program(s) the batch Tier 2 records should be assigned to.

If only one program has access to this form, it'll be automatically assigned to the records with its name in the "Assigned Programs" box. Otherwise, select a program's name from the "Available Programs" box then click "Add >" to move them to the "Assigned Programs" box. Click the "Apply" button to close the pop-up window.

Select "Save [Tier 2 Form Name]" from the Record Options palette to create this Tier 2 record for each Tier 1 record selected in Step 3. A confirmation pop-up will provide more detail about the batch records processed.