Registered Program Participation (Predefined Sessions)

Definition:

Tracking people who participate in a structured program that requires registration and enrollment before they receive a service or benefit. Participants commit to attending for a defined period with multiple sessions that have predefined start and end dates/times. The organization collects relevant details about the attendees. May be part of the core mission or related to the mission. May be outcome-associated or not.

Examples:

  • A youth development organization offers a summer learning program where students register and commit to attending for the full session.
  • A human services organization provides a grief support group, where participants register for a multi-session series, and attendance is tracked.
  • A community center distributes bus passes on a set schedule to low-income youth, requiring proof of age, address, and income level.
  • A workforce services organization offers soft skills and job training, tracking attendance and completion rates.

Prerequisites for Salesforce Admin:

Required

  • Overall requirements met
  • Set up program specific information
    • Set up Benefit Schedules with start/end dates and times
    • Set up Benefit Sessions with frequency/recurrence
  • Review and update Status values (including default Status) on Program Enrollment

Optional

  • Configure Benefit Disbursement Field Set if you want to track additional details about a participant

Prerequisites for End User:

Required

  • Create or confirm Account record for each client

Optional

  • Create Program Enrollment record for each Account
  • Group Program Enrollments into Program Cohorts

Best Practices:

  • Create the Benefit Schedule from the Benefit record.
    • Note: Using the Benefit > New Benefit Schedule button is the only way to create Recurrence Schedule records. The Benefit also needs to be active to be assigned.
  • Establish consistent eligibility processes including where which Salesforce record(s) will store information. .
  • Establish clear check-in and attendance processes including where which Salesforce record(s) will store information.

How to enter data (recommended):

  • To add participant to all Benefit Sessions for a specific Benefit Schedule, use Benefit Schedule > “Add Participant” button
    • Can add Account, Contact, or Program Enrollment (if previously created)
    • Creates Benefit Assignment and Benefit Disbursement records with default Disbursement Status and Program Enrollment record if not already created
    • Update Disbursement Status once attendance is complete
  • To add participant to a specific Benefit Session only, use Benefit Session > “Add Participant” button
    • Creates Benefit Assignment and Benefit Disbursement records with default Disbursement Status and Program Enrollment record if not already created
    • Update Disbursement Status once attendance is complete

How to enter data (other options):

  • Record creation via Salesforce automation (screen flows, OmniStudio)
  • Record creation via third-party form tool
  • Record creation via data import tool
    • NOTE: The Data Import Wizard does not work with Nonprofit Cloud objects.