Walk-In Program Participation (Predefined Sessions)

Definition:

Tracking people who receive a service or benefit as part of a previously created program without completing a pre-registration process. The program has predefined dates and start/end times. Participants arrive as needed, provide some basic information, and attendance is tracked. May be part of the core mission or related to the mission. May be outcome-associated or not. Works well for organizations that have membership or other ways in which Account records are created before the program.

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.