Walk-In Program Participation (Ad Hoc)

Definition:

Tracking people who receive a service or benefit that does not require a pre-registration process. Participants arrive as needed, provide some basic information, and the date of participation is tracked only. May be part of the core mission or related to the mission. May be outcome-associated or not.

Examples:

• An education nonprofit offers drop-in support, where students sign in with their name and school upon arrival.
• A senior center holds weekly exercise classes for members who can attend as they choose.
• A community center provides a weekly meal program, tracking attendee names and postal codes for repeat participation.

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

Prerequisites for End User:

Required

• Create or confirm Account or Person Account records for each client

Best Practices:

• Keep required fields on Account and Person Account records low to reduce time and complexity when creating these records on the spot.

How to enter data (recommended):

• Add participant to the Benefit Session > “Add Participant” button and update Disbursement Status.
  • 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.