Understanding where the participant is in their program is crucial to helping participants achieve their goals. Enrollments are the first step to help organizations better capture programmatic outcomes and help organizations understand the efficacy of their programs!
With Enrollments, you’ll be able to enroll a participant in a program, exit participants from a program, attach a Tier 2 to an Enrollment, and audit actions completed on Enrollments. You do not need to have migrated to Role Based Permissions to use Enrollments.
Enrollment Fields
Let’s get to know the fields that make up an Enrollment!
Program – Program that the Enrollment will be a part of. This list is made up of the Programs that are setup in Apricot under Sites & Programs and that have a Permission Set or Role related to it that has the "Edit Record" permission enabled for the Tier 1 form. This field is required when enrolling in a program.
Assigned Staff – Who the enrollment is assigned to. This is a list of users in Apricot. Multiple Assigned Staff can be selected for an Enrollment. This field is optional.
Start Date – Start date of the participant’s enrollment in the program. This field is required when enrolling in a program.
Enrollment Notes – Add any notes that are important for the enrollment while it’s open. This field is optional.
End Date – End date of the participant’s enrollment in the program. Once this is set the enrollment is considered inactive. This field is required when exiting from a program.
Exit Reason – When exiting, set the Exit Reason to the appropriate Exit Reason. If none of the set reasons apply, select “Other” and enter the Exit Reason in the Enrollment’s Exit Notes. This field is required when exiting from a program.
Exit Notes – Add any notes that are important for the Participant’s exit from the program. This field is optional.
Active and Inactive Enrollments
An Enrollment is considered active when there has been no Exit Date specified. Once an Enrollment has been exited that Enrollment is inactive. Participants can have multiple active Enrollments for different programs but cannot have multiple active enrollments for the same program.
Assigning Enrollments
Site Administrators will be able to assign an Enrollment to any user. Standard Users will only be able to assign Enrollments to themselves or no one.
Viewing Enrollments
To view which programs a participant is currently enrolled in, the Document folder will have a list of all active and inactive Enrollments.
Enrolling in a Program
One participant can be enrolled in a program using the Document Folder or Record Search. Multiple Participants can be enrolled in a program using Record Search.
Enrolling from the Document Folder
Create an Active Enrollment:
To enroll one participant in a program, go to the Enrollments tab
click on Add Program Enrollment
View any Current Enrollments.
Scroll down to Enrollment Details.
Select the Program the Enrollment will be for.
Select any Assigned Staff.
Select the Start Date of the Enrollment.
Enter any applicable Enrollment Notes.
Click Enroll.
After going through these steps, Apricot will tell you whether the Enrollment was successful or if there was an issue Enrolling the Participant. Most commonly this will be that the Start Date overlaps with an existing Enrollment for the program selected.
Create an Inactive Enrollment
To enter Enrollments from the past, follow the steps 1-8 above and then do the following.
9. Select the End Date of the Enrollment
10. Select the applicable Exit Reason
11. Enter any Exit Notes
12. Click Enroll
You can also enroll someone in a deactivated program if need be by following the same steps above!
Enrolling from the Record Search
Enrolling multiple Participants in a Program:
Under Search Records select the Record Search you’d like to use to add an Enrollment.
Under Search Actions, click Show Enrollment Actions.
Select the participants you want to enroll in the program.
Click Enroll in Program
View any Current Enrollments.
Scroll down to Enrollment Details.
Select the Program the Enrollment will be for.
Select any Assigned Staff.
Select the Start Date of the Enrollment.
Enter any applicable Enrollment Notes.
Click Enroll.
After going through these steps, Apricot will tell you whether the Enrollment was successful or if there was an issue Enrolling the Participant. Most commonly this will be that the Start Date overlaps with an existing Enrollment for the program selected.
Exit multiple Enrollments from a Program
Follow steps 1-3 above and then do the following:
4. Click Exit From Program
5. Select the Program to exit from.
6. Select the End Date for the Enrollments
7. Select the applicable Exit Reason for the Enrollments
8. Enter any applicable Exit Notes for the Enrollment.
9. Click Exit
If you need to enter any specific information for a particular participant, but not for all participants, select their name from the For dropdown. After modifying this will show as Modified in the dropdown
Attaching Enrollments to a Tier 2 Record
To connect important information related to an Enrollment, we’ve included the ability to attach a Tier 2 to an Enrollment.
After saving a Tier 2 Record, you will see an Attached Enrollments section on the right-hand side. Click this to attach the Tier 2 to any applicable Enrollments. You can attach a Tier 2 to any current and exited enrollments.
Enrollment Record Audits
Administrators will be able to access record audit information to allow them to understand what changes have been made to Enrollment data.
Go to Access Control
Click into Users or Sites & Programs,
Select Record Audits
Click Enrollments
To view the change made to the Enrollment, click into one of the results.
Reporting on Program Enrollments
You can report on the data in Program Enrollments the same way you would report on anything else in Apricot. If you need more information on Reports in general, please refer to our Building Reports article. Here's some tips specific to Program Enrollments!
You can click and drag any field from the Program Enrollments dropdown in the right-hand Field Choices menu. The only field unavailable to report on is "Assigned Staff".
In addition to the fields you can pull in from Program Enrollments, you can add fields from other Tier 1 forms without issue, since Enrollments are not connected to any one form.
Our Organization has a different method for tracking Enrollments. Can the Program Enrollments feature be disabled?
No.
We have decided not to allow disabling this feature so that as we release updates and the feature becomes more and more robust, you are able to begin utilizing this feature as soon as possible - without any extra steps getting in the way.
We encourage you to test drive this feature and give us your feedback in the Ideas Portal. We want this feature to be as helpful as possible, and we rely on you to help us understand how to make that happen!