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Understanding Constituents

In OnTrack, constituents are people (participants, parents) who interact with your organization. They are the core of OnTrack and almost every record will tied to a constituent.

Personas

Individuals can be assigned Personas that reflect their roles and involvement within OnTrack. For example, a parent or any legal guardian to a participant would have the Parent persona.
Keep in mind that individuals can have none, one, or multiple personas associated with them, depending on their involvement and participation in different aspects of your organization. For example, a Parent can also be a Volunteer.

Personas

Personas, at a low level, are Tags on a constituent record, treated as a primary field. This is helpful later when you want to report on specific types of individuals in your database.
These personas are used to identify and categorize constituents based on their involvement. The following personas have been defined to help identify constituents:
  1. 1.
    Participant: The Participant persona, is assigned to individuals who actively participate in programs, events, or activities organized by your organization.
  2. 2.
    Parent: The Parent persona is used broadly to describe individuals who have a parental or guardianship role, including parents, step-parents, grandparents, or guardians of participants.
  3. 3.
    Volunteer: The Volunteer persona is assigned to individuals who offer their services and time voluntarily to support your organization's initiatives.
  4. 4.
    Staff: The Staff persona is attributed to individuals who are employed by your organization and have specific roles and responsibilities within the staff team.
  5. 5.
    Instructor: The Instructor persona is given to individuals who provide instruction, teaching, or expertise in certain programs or areas of your organization.
Most interactions from parents and participants via online portals will automatically assign the appropriate persona. However, you can assign them when manually creating constituents.

Duplicates

Constituents are a vital part of your data structure, keeping their data clean is essential to maintaining a healthy database. Most commonly, you’ll come across duplicate constituents, because their records can enter the database through outside input; i.e. a Parent signing up their Participant for a membership. Misspellings, imports and address changes can create multiple records if there is an error during the matching process.
While clean-up tools are available within C360, it relies on you and your team to act upon them. Additionally, setting best practices and SOP’s within your organization is crucial to keep a well maintained database.