Jessica Engelke

[logo redacted] Apricot Software User Guide: YEP How to navigate and complete administrator tasks for the YEP program Last Updated: 30 November 2022 Primary Contacts Name redacted Title redacted Email redacted Table of Contents How to Log In to Apricot 360 Overview on Using YEP Staff Records How to Create YEP Staff Records How to Update YEP Staff Records How to Update Programs on YEP Registration How to Manage Programs and Sessions that are no Longer Available How to Manage Capacity Limits for Programs on YEP Registration: How to Update Sessions for Game Changer Program on YEP Registration How to Configure Session Selection for a New Program How To add New Conditional Logic for Programs that have Sessions (other than gamechangers): How to Make updates to Public-Facing version of YEP Registration (Intake Form) How to share the YEP registration link with parents Collect and Process YEP Registrations How to Process YEP Registration How to Enroll and Track Program Attendance Step 1: Enroll Program Attendees Step 2: Log Attendance How to Run YEP Registration Report How to Run YEP Attendance Report How to Log In to Apricot 360 1. Apricot works best in a Chrome or Firefox internet browser. Internet Explorer is not recommended. 2. When you are added as an Apricot User, you will receive a system email with a link to set your password 3. The first time you login to Apricot, follow the link in the Apricot email to set your password 4. For subsequent logins, go to this link and enter your username (email address) and password 5. If you are having trouble logging in, use the Forgot Your Password link, enter your email address, and follow the instructions for resetting your password Overview on Using YEP Staff Records >>For instructions on adding a new user, please refer to the Apricot knowledge base.<< this step should happen before you add the user. Some information about staff is captured in Apricot when User Accounts are created. However, the Apricot solution also makes use of a Tier 1 Staff Profile to capture more detailed information about staff members and to help create and manage client data. Each YEP staff member should have a Staff Profile created for them in Apricot, regardless of whether or not they are an Apricot user. A Staff Profile only needs to be recorded once per staff member and would only need to be updated if the staff member changes departments or becomes inactive (for example is no longer employed). Once the Profile has been created for a YEP staff member, this information will start appearing in various drop down fields in several forms. Specifically, the Staff Profile is used with YEP data in the following ways: Form Field How Class / Program Facilitator Additional Facilitator Both fields are populated using a Dynamic Query that pulls the Name from the Staff Profile form, for records where Department = Youth Empowerment Program, and Status = Active. Enrollment Assigned to This field is populated using a Dynamic Query that pulls the Name from the Staff Profile form, for records where Department = Youth Empowerment Program, and Status = Active. Case Notes Completed by This field is populated using a Dynamic Query that pulls the Name from the Staff Profile form, for records where Department = Youth Empowerment Program, and Status = Active. When a new Staff Profile record is created that matches the criteria for Department and Status, these names will automatically appear in the drop down lists described in the table above. Once a Staff Profile record is updated so the Status = Inactive, these names will automatically be removed (but any records already saved will retain their original data). How to Create YEP Staff Records ● To create a brand new Staff Profile record, go to the main Apricot Menu bar, click on Hidden Records to expand the section, then click on Staff/Member ● The Staff / Member profile search page will appear. Initially, it may show all available records. ● Add a Search Field in order to narrow down the records and make sure the Staff Member is not already in the system. ● Review the search results and if the Staff Member is indeed not already in Apricot, click the New Staff / Member button in the Search Actions palette in the top right corner of the screen. ● Fill out all required fields in the Main Details section, as well as any others that pertain to the new Staff Member. In order for Staff Members to appear in the appropriate dropdown lists for the YEP program, Youth Empowerment Program must be selected as one of the options in the Department field, and the Status field must be set to Active. ● Fill out the Certifications section, if applicable, but there is nothing to fill out in the System Fields or Linked Class / Program Records section. ○ The Systems Fields all contain data that is auto-generated by Apricot when a record is created (such as Record ID, and which Apricot user recorded the form). ● Be sure to review the Record Save Checklist, which will show any required fields that have not been filled out. Any fields listed here will prevent the form from saving. Then once done with all fields, hit the Save Record button. How to Update YEP Staff Records ● To find an existing Staff Profile record, go to the main Apricot Menu bar, click on Hidden Records to expand the section, then click on Staff/Member ● The Staff / Member profile search page will appear. Initially, it may show all available records. ● Add a Search Field and Review the search results. Click on the name of the Staff Member that needs to be updated. ● This will open their Staff / Member record. Update the Status field to Inactive, and enter an End Date. Make any other changes as needed, then hit the Save Record button in the Record Options palette in the top right corner of the screen. How to Update Programs on YEP Registration The YEP program registration form has the capability to document a full program or a program (assumed to only have one period of registration at a time) with multiple sessions (assumed to have multiple periods of registration, for example: game changers). Please keep in mind that not all programs require sessions, but if you are creating a YEP program that requires sessions - be sure to create the program first, then skip to How to configure sessions + conditional logic. ● ● ● ● ● Login to Apricot as an administrator Navigate to the administrator tab Click “Form Designer” on the left hand side navigation bar Click “Standard Forms” Hover your mouse over “Actions” and click “Edit” for the YEP Registration form ● Scroll to the Program Selection field and click the green gear icon on the top right of the field: ● This window will open: ● Click the “+” next to Field Choices and add the program name in the empty row that appears. ● Once the option list has been updated, click the “Apply” button and then publish the form. How to Manage Programs and Sessions that are no Longer Available ● ● ● ● Follow steps above to edit YEP Registration form For Programs: ○ Open Field properties on Select Program multi-select dropdown and remove program from option set. Click Apply. For Sessions: ○ Open Field properties on Select Session multi-select dropdown and remove the session front he option set. Click Apply. Publish form NOTE: If you remove an option from this list, it is still retained in Apricot (on any records it was added to before the change) but it is no longer available to users to select from for new records. Be mindful not to remove any options from the list that users are actively using. How to Manage Capacity Limits for Programs on YEP Registration: ● ● Log into Apricot as an administrator Edit YEP Registration form ● Edit the HTML Label at the top of the form and unhide: ● If the program has hit max capacity, update the option for that program in the Select Program multi-select dropdown to add "WAITLIST ONLY" to the end of the program name. Click apply. ● If a specific session has hit max capacity, update the option for that session in the Game Changers: Select Session multi-select dropdown to add "WAITLIST ONLY" to the end of the session name. Click apply. ● Be sure to publish the form for the changes to take effect on the front end of Apricot How to Update Sessions for Game Changer Program on YEP Registration To update the sessions available for the Game Changer program specifically, follow the steps outlined above, but select the “Game Changer…” box instead. How to Configure Session Selection for a New Program To add new sessions for a new program (currently there is 1 session selection field configured for Game Changers program) you will need to add a new field to hold the program's sessions. To add a new field, complete the following steps: ● Login to Apricot as an administrator ● Navigate to the administrator tab ● Click “Form Designer” on the left hand side navigation bar ● Click “Standard Forms” ● Hover your mouse over “Actions” and click “Edit” for the YEP Registration form ● Look for the field choices pallet on the far right and expand “Options” category. click and drag “Multi-select dropdown” (to match other fields) next to the Game Changers Field ● ● ● Name the field, and add the options for sessions in the Field Options box Click Apply Then publish the form How To add New Conditional Logic for Programs that have Sessions (other than gamechangers): ● ● ● Follow steps above to edit YEP Registration form Make the session field you want to conditionally display hidden. Click apply. Scroll all the way down to the bottom of the form and click “New Rule” to add a new form logic rule: ● Name your form logic rule something you’ll remember (the rule name doesn’t show to end users, as long as you deselect “Show on Palette”). Click Apply ● Click the name of the new rule to expand to show Conditions and Actions ● Click the + next to Conditions, select “Program Selection'' as the field and move the dropdown beneath it to “contains.” Enter the [Program name] exactly as it appears in the program selected option set above. ○ Do NOT use the wildcard symbol % as it is not compatible with the intake web form. ● ● Click the + button next to Actions, add 2 actions: 1 to unhide the new session field, 1 to require the new session field Publish form in Form Designer How to Make updates to Public-Facing version of YEP Registration (Intake Form) NOTE: since the YEP Registration form is also configured as an Intake form, you will need to update the intake form after you have added and published a new field. Adding option sets to a new field (like you did in How to Update Programs or How to Update Sessions) are automatically integrated into the intake form. You only need to follow these steps if you add new fields. ● ● ● ● ● Log into Apricot as an administrator Navigate to the administrator tab Click “External Access” on the left side navigation bar Click “Intake” forms Click the pencil icon next to YEP Registration: ● You can search for the new field by typing the field name in the search bar or by scrolling down the Form Designer Choices list: ● Click and drag the new field into the registration form and then click Publish BEST PRACTICE: Always be sure to test forms after configuration to ensure they are working as you expect. In this case, you can open the form URL in an incognito window or a different internet browser than the one you are currently using to configure Apricot. How to share the YEP registration link with parents YEP staff have found success in sending the registration link to parents via text message (zoom) or regular email. YEP staff state that completing the registration form via mobile as it allows for auto-fill to kick on on the user’s device. Some staff have found success in shortening the link via Tiny URL. The mode of delivery is up to the team to decide how to disseminate the link. You can find the registration form link in apricot via the following steps. ● ● ● ● Log into Apricot as an administrator Navigate to the administrator tab Click “External Access” on the left side navigation bar Click “Intake” forms, then select the link icon next to the word “Published” Collect and Process YEP Registrations YEP Registrations are submitted via an online form or by staff by creating a new YEP Registration record for the participant. The program and session lists are managed by Apricot Administrators and should be reviewed and updated every year. New registrations are required for every program, even if the child has previously participated (this allows you to capture information about children who register frequently). After a registration record has been created and submitted by the parent, an email confirmation is sent to the parent who completed the registration and a member of staff. Once registration is received, YEP staff members will need to process it in Apricot. How to Process YEP Registration To complete a full YEP registration end to end, you will complete the following steps: From My Apricot, select Menu > Search Records > YEP Registration Use Search Fields to locate Registration records that have yet to be processed. Recommend Date and Status for this search. Tip: Status will be blank for unprocessed records, as will the linked Client Profile field. Select any green text to open the record and edit. Scroll down to the Internal Use Only - Registration Screening section and select a Status. If the Status is accepted or declined, assign a Date Accepted/Declined. Be sure to save the record. Select Add under ‘Lookup / create a Client Profile for both the Student and Parent/Guardian’ to search for an existing client profile for the student and the parent/guardian. If one or both profiles are not found, select Create New and create in a new window. Complete all required fields on the Client Profile and click Save Record Be sure to connect parent and child together via a household record. Click the “add” button to look up existing households or create a new one: Note: Be sure to associate the Parent profile with the student’s profile via a Household when creating a new profile. How to Enroll and Track Program Attendance Step 1: Enroll Program Attendees From My Apricot, select ‘SEARCH existing Classes/Programs’ from the Shortcuts bulletin. Use search fields to locate the Class / Program that you’d like to enroll a client into. Recommend ‘Date’ and ‘Department’ for this search: can also search by ‘Class / Program’ and select ‘Other’ from the dropdown and then type in the name (or a portion of the name) of the class you’re searching for. Select any green text for the relevant Program record to open and edit. If you are creating a new class, click “new class” on the far right. Once the correct Class/Program form is selected (or created) Scroll to the Class/Program Roster section and follow on screen instructions to enroll a client. Note: A client must be added to the roster before attendance can be logged. Select Save from the Record Options panel to store changes. Step 2: Log Attendance Navigate to the relevant Class/Program record. Select ‘Log Program attendance’, either from the 3 dot menu from the Class/Program document folder or from the Record Options panel from the Class/Program record screen. Update the Start Date and the # of Days and reload the grid. These criteria will define the columns displayed and adjust which dates you can view or log attendance records for in the grid. Scroll down the grid and for each Client enrolled who attended on that date, record their Hours in Attendance, but only if it is over 0. No need to enter any data for clients that did not attend on that date. Once all attendance is logged, select Save from the Registration Options panel. Note: If a Program Assignment menu pops up, select and apply the YEP program and Apply. Then select Save again to store the records. How to Run YEP Registration Report From My Apricot, select ‘RUN YEP Registration Report’ from the Shortcuts bulletin. Update Start and End Date Global Values (these are filters) at the top, enter Program if needed (optional, enter “%” to show all) Subsequent sections will populate for the date range provided. This report is broken up into sections for each of the following topics: How to Run YEP Attendance Report From My Apricot, select ‘RUN YEP Attendance Report’ from the Shortcuts bulletin. Enter the start date for the program in the Step 1 box and enter a % in Step 2. Click anywhere on the screen to run the search. Once you have identified the correct Class / Program, type the Program ID number into Step 3 at the top of the report: The following sections of the report will run based on the program identified at the top