# OnTrack Docs OnTrack is designed to simplify and streamline participant management With its comprehensive features and user-friendly interface, OnTrack empowers organizations to efficiently manage their participants and ensure smooth operations. Whether you're a small community group or a large-scale organization, OnTrack is here to support you every step of the way. This is the OnTrack knowledgebase, your comprehensive resource for help docs. We recommend you bookmark this page for easy access. If you encounter any challenges, feel free to contact us at . Our mighty support team is available from Monday to Friday, 7:00 a.m. to 4:00 p.m. PST, and will respond to your inquiries within 24 hours. ### Getting Started Lets get started with the basics of [setting up OnTrack and logging in](/getting-started/logging-in). If this is the first time setting up OnTrack, consider setting up [your Stripe account](/getting-started/ontrack-docs/setting-up-stripe) to get that process started. ### Updates Keep an eye on the [Change Log](/updates/change-log) and [Releases](/updates/releases) for important updates, features and bug fixes! # Setting Up Stripe Stripe, a widely used payment processor, is utilized by C360 in the background to handle transaction processing. To enable payment processing within OnTrack, you will need certain sensitive informatio ## Integrating Stripe To get started, you will need at least one Stripe account linked to a bank account for accepting payments. If you already have a Stripe account, you can simply use your existing one. Integrating Stripe with OnTrack is a one-time setup process. Upon the setup of your database, a unique link will be sent to your primary contact for integration. In case you have misplaced the link or require assistance, you can reach out to for further support. ## Processing Fees Stripe applies the standard 2.9% + 30¢ fee per transactions. C360 also applies a 0.3% application fee to the transaction. Stripe offers a nonprofit discount for qualifying organizations. [Review the qualifications and easily apply for their nonprofit discount](https://support.stripe.com/questions/fee-discount-for-nonprofit-organizations). Each discount is unique, however most organizations will receive a rate of 2.2% - 2.5% + 30¢ fee. OnTrack allows you to optionally pass these fees onto the purchaser. [Read more on how to enable this at checkout](/registration/registration-settings#include-stripe-processing-fees). # Logging In Each OnTrack organization has its own unique domain, provided to you in your welcome email. Simply enter the specific link to your organization's database into the address bar of your internet browser to access your OnTrack database. Bookmark your link for easy access.

OnTrack login screen

Next, provide your login credentials and click on the "Log in" button to access your account. ## First Time Login Along with your welcome email, you will receive the login credentials for the Admin account. These credentials are specifically provided to your primary contact, granting them initial access to OnTrack. The Admin account holds administrative privileges, allowing your primary contact to create additional user accounts for other staff members and users within your organization. With the Admin account, your primary contact can manage and customize user access, roles, and permissions to ensure smooth operation of OnTrack. # User Accounts Having unique User Accounts also allows for personalized settings and permissions tailored to each user's role and responsibilities. It is recommended that each user within your organization has their own unique User Account to access OnTrack. This ensures that usage and actions can be tracked and attributed to specific individuals. By assigning individual User Accounts, you can maintain accountability within the system. To access the User Accounts Module, follow these steps: 1. Open OnTrack and navigate to the navigation menu (located in the top right corner). 2. Click on the User Accounts Module from the available options.

User Accounts Module landing

Upon accessing the User Accounts Module, you will initially see a list of user accounts. Please note that the following accounts are pre-defined and cannot be edited, except for the Admin account which your primary contact will have access to: * Admin: This account is typically assigned to your primary contact and allows full administrative access. * WebPortal: This account is used by the C360 support team when accessing the web portal. * Support: This account is utilized by the C360 support team to provide assistance within your database. * VDC: This account is reserved for internal purposes by the C360 team. While the Admin account can be edited and customized to suit your organization's needs, the remaining accounts serve specific functions and are managed by the C360 team. Below the Admin and support accounts, you will find your organization's user accounts listed in alphabetical order. There are three types of accounts: Standard, System and Alternative. * Standard Accounts: These accounts are created for staff and users who will directly access and use the OnTrack database for various functions and tasks. * System Accounts: These apply automatically to all pre-set C360 accounts (like admin, support, etc.) Additionally, System accounts give you access to the Parent Portal button from the side of any Parent's constituent profile. If any staff beyond the Admin account need access to Parent Portals, someone will need to update their User Account to System. * Alternative Accounts: These accounts are created for interacting users, such as parents and volunteers. While they do not have access to the OnTrack system itself, they can utilize different portals to register participants, sign up for volunteer activities, and perform other related actions. The distinction between these two types of accounts allows for efficient management and ensures that users have appropriate access and capabilities based on their roles and responsibilities within the organization. # Creating User Accounts From the User Accounts Module, select the '+ Add User' button from the top left corner. ### Step 1 - Select Constituent To begin, choose the constituent that you want to link this User Account to. If the constituent already exists, you can search for their name in the constituent search bar. As you type, the system will provide suggestions. If the constituent doesn't exist, an option to create a new one will be available.

Adding a new User Account

It's important to note that when adding Standard user accounts, **the constituent must have the Staff persona**. You can utilize the filter to narrow down the search by personas. Once you find the correct constituent, click on their name to highlight it. ### Step 2 - Additional Details Next, set the User Account Type. Unless instructed otherwise by the C360 support team, choose "Standard." A username will be automatically generated based on the constituent's name, but you are free to modify it if desired. Enter a password of your choice and confirm it. Please ensure the password meets any specified security requirements. Access pins are optional short codes that can be utilized in various places but are not mandatory. Finally, click on "Add User" to complete the process. # Managing User Privileges You can control specific privileges for each user, allowing or denying them access to modules. By default, new users have access to every module. To modify a user's privileges in OnTrack, follow these steps: 1. Access the User Accounts Module from the navigation menu. 2. Utilize the filter to locate the specific user you want to modify. Click on them to open a sidebar with the user's details. 3. At the bottom of the sidebar, you will find a button labeled "Set Privileges." 4. Choose the permissions you want to control for the user by selecting the appropriate options. 5. After selecting the desired privileges, click "Save" to apply the changes. By following these steps, you can modify a user's privileges in OnTrack, allowing you to control their access and permissions within the system.

Managing user privileges

It's important to note that if the user is currently logged in, their previous permissions will still be active until their next session. Once the permissions are set, the navigation menu will be updated accordingly for that user, granting them access only to the selected modules. By default, the first module the user has access to will be loaded when they log in. # Resetting Passwords To reset a password for a specific user from the User Accounts Module, follow these steps: 1. Navigate to the User Accounts Module in OnTrack. 2. Locate and select the user account for whom you want to set the password. This action will open the right sidebar, displaying the user account's details. 3. Scroll down to the bottom of the sidebar and click on "Set Password." This will open a new window where you can input the new password. 4. Enter the new password in the provided field and confirm it by entering it again. 5. Once you have entered and confirmed the new password, click on "Save" to save the changes.

Setting a new password

By following these steps, you will successfully set a new password for the selected user account. # Editing & Deleting Accounts To edit or remove a user account from the User Accounts Module, follow these steps: 1. Navigate to the User Accounts Module in OnTrack. 2. Locate and select the card corresponding to the user account that you wish to edit or remove. This action will open the right sidebar, displaying the user account's details.

Accessing user account details and actions

## Editing In the user account's right sidebar details, click on "Edit" to open the editable details of the user account. Modify the necessary details of the user account as needed. After making the desired changes, select "Add User Account" to save the updated information.

Editing a user account

## Removing To remove a user account, click "Remove" from the bottom of the user account details. A window will appear, asking you to confirm the deletion. Select "Yes" to proceed with the removal.

Deleting a user account

# Navigating ## Dashboard Upon logging in to OnTrack, you will be directed to your primary dashboard. Initially, you may not see any dashboards displayed. We will delve into dashboards further when we discuss reporting. It's important to note that dashboards can be customized based on each user account, providing relevant insights tailored to your specific role or position.

Unconfigured dashboard

## Modules In the top right corner of the screen, you'll notice three bolded lines. Clicking on this icon will open the navigation menu, where you can explore the different modules available in OnTrack. Each module is dedicated to a particular aspect of the system's functionality. For instance, the Locations Module is where you can find all the venue and location-related features and functionality. This modular structure ensures that related features are grouped together, making it convenient for users to navigate and manage specific areas of interest within the system.

Accessing OnTrack modules via the navigation menu

As you navigate to different modules within OnTrack, the navigation sidebar will automatically close to optimize screen visibility and provide a clutter-free interface. However, you can access the sidebar again at any time by clicking on the menu button located at the top left corner. # Configuration In order to optimize the functionality of your database, some configuration is necessary. The SiteSetup Module provides the tools and settings to customize and set up your organization's specific requirements. Let's explore the SiteSetup Module and guide you through the setup process.

Navigating to the SiteSetup Module

# General Settings Here, in the SiteSetup Module, you have the ability to configure the general settings of your database. These settings allow you to customize and tailor your database to meet the specific needs and requirements of your organization. Here are the various general settings you can configure: **Tax ID**: Set your organization's Tax ID, which is used as a merge field in communications and displayed on portals. **Single Line Address**: Configure the address format that will be displayed within your communications. **Textual Address**: Configure the address format that will be displayed on your portals. **Default Email Settings**: Configure the default email settings for your organization, including: * **From Address**: The default email address you want to send emails from. * **From Name (Mask)**: The name associated with the default email address. * **Reply To:** The default email address where replies should be sent to. * **Reply To Name (Mask)**: The name associated with the reply-to email address.

Configuring general settings

At any point when you make changes to the general settings, remember to save your modifications by selecting the "Save Changes" button. This ensures that your updated settings are applied and stored in the database. # Payment Receipts You can configure the email that is sent to a Parent when a Payment is made within the general setting of the SiteSetup Module. To configure the email that is sent to a Parent when a Payment is made, follow these steps: 1. Access the SiteSetup Module in your database. 2. Navigate to the General Information tab within the SiteSetup Module. 3. Scroll down until you see the section for addresses and default email settings. 4. Locate the specific email setting related to Payment notifications to Parents. 5. Click on the "Select" button next to the email setting to configure it. 6. When you are done, click "Save Changes".

Finding the Payment Receipt configuration

By clicking the "Select" button, you will be able to customize the content, formatting, and other details of the email that is sent to Parents when a Payment is made. If an email asset has already been configured for Payment notifications to Parents, you can select it from the available options in the SiteSetup Module. Simply choose the desired email asset from the list provided. However, if you haven't configured an email asset for this purpose yet, you have the option to create a new one. To do so, follow these steps: 1. Select the folder where you want to store the new email asset. This helps in organizing and categorizing your email templates. 2. Once you've chosen the folder, the "Add Email" button will become available. 3. Click on the "Add Email" button to create a new email asset specifically for Payment notifications to Parents. By selecting the appropriate folder and using the "Add Email" button, you can create a new email asset tailored to your needs.

Email selection window, including where to add a new email asset

In addition to configuring email assets from the SiteSetup Module, you also have the option to add email assets directly from the Messaging Module. This provides you with flexibility and convenience in managing your email templates. This allows you to have centralized control over your email templates and streamline your communication processes. # Portal Settings There are various customizations you can make to OnTrack Portals. ## Parent Portal {% hint style="warning" %} If you're looking for the docs on the new Parent Portal, [you can view them here](/registration/online-registration/parent-portal). These docs are for the previous parent portal, which is still available while we transition between versions. {% endhint %} To configure settings for the Parent and Volunteer Portals, navigate to the second tab in the SiteSetup Module. Here you can customize the following options specifically for the Parent Portals: 1. **Initial Registration Email Template**: Set up an email template that will be automatically sent when a constituent completes their initial registration via the Parent Portal. You can customize the content of this email to provide relevant information or instructions to newly registered parents. 2. **Program Registration Email Template**: Configure an email template that will be sent to parents when they register for specific programs through the Parent Portal. This template allows you to provide program-specific details, confirmations, or any additional instructions related to the registration. 3. **Message/Disclaimer**: Add a message or disclaimer that will be displayed to parents when they access the Parent Portal. This can be used to communicate important information, policies, or guidelines specific to your organization. Remember to save your changes after configuring these settings to ensure they are applied to the Parent Portals.

Custom configurations for the Parent Portal

## Volunteer Portal Scrolling further on the second tab of the SiteSetup Module, you can find settings specifically for the Volunteer Portal. Here are the options you can configure: 1. **Registration Email Template**: Set up an email template that will be sent to volunteers when they complete their registration via the Volunteer Portal. This template can include information such as volunteer roles, instructions, or any other details relevant to the registration process. 2. **Message/Disclaimer**: Add a message or disclaimer that will be displayed to volunteers when they access the Volunteer Portal. This can be used to communicate important information, guidelines, or any other relevant messages specific to volunteering with your organization. Make sure to save your changes after configuring these settings to ensure they are applied to the Volunteer Portal.

Custom configurations for the Volunteer Portal

# 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. **Participant**: The **Participant** persona, is assigned to individuals who actively participate in programs, events, or activities organized by your organization. 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. **Volunteer**: The **Volunteer** persona is assigned to individuals who offer their services and time voluntarily to support your organization's initiatives. 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. **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](/registration/register-participants) will automatically assign the appropriate persona. However, you can assign them [when manually creating constituents](/constituents/adding-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. # Navigating The Constituent Module The Constituent Module consists of three primary components: search, view (table), and the detail sidebar. To navigate to the Constituent Module, select "Constituents" from the navigation menu. When you initially access the Constituent Module, no constituents will be displayed. To find and view specific constituents, you can utilize the search function located on the left side of the module. By using the search function, you can enter specific criteria or keywords to narrow down the constituents you are looking for or filter based on certain parameters. This allows you to search for a particular constituent or a set of constituents that match your search criteria. Once you initiate a search, the table view will populate with the constituents that match your search criteria. The table view provides a comprehensive overview of the search results, displaying relevant information about each constituent in a tabular format. To access more detailed information about a specific constituent, you can select their record from the table view. This action will open the detail sidebar, where you can view and edit the specific details, attributes, and interactions associated with that constituent.

Constituents Module landing

## Searching The constituent search in the Constituent Module offers several filters that you can combine to create detailed searches. Here are some key options: 1. Personas, Centers, and Schools: These are predefined lists from which you can select options to filter constituents based on their associated personas, centers, or schools. This allows you to narrow down your search to specific categories or groups. 2. Membership Status: You can select a specific membership status to search for participants who have that particular status. This filter enables you to find constituents based on their membership status within your organization. 3. Data Quality Filters: These filters help you locate constituents with missing data. By utilizing the Data Quality filters, you can identify and address any gaps or incomplete information in constituent records. It's important to note the following: * When searching through lists such as Centers, you can start typing to find the specific center you're looking for and press Enter to select it. Alternatively, you can navigate the dropdown list using the arrow keys on your keyboard. * If you wish to clear the contents of a filter field, you can do so by either pressing the ESC key while the field is focused or clicking the 'X' icon within the input field. By leveraging these search filters and options, you can craft detailed searches to find specific constituents or narrow down your search results based on various criteria within the Constituent Module. ## Sort & Filter Results To refine the results listed in the constituent table, you can utilize the filter input located at the top of the table. Simply enter your desired search criteria in the filter input, and the table will dynamically update to display only the constituents that match your specified filters. In addition to filtering, you can click on any of the column headers in the table to sort the table based on that column. Furthermore, you have the flexibility to resize the columns in the table as needed. You can adjust the width of a column by clicking and dragging the column boundary, allowing you to customize the display of the constituent data according to your preferences. By using the filter input, sorting the table based on column headers, and resizing columns, you can effectively manage and view the constituents in the table view of the Constituent Module, enhancing your ability to find, organize, and analyze constituent data. ## Batch Actions In the Constituent Module, clicking on a single record in the Constituent Table will open the sidebar summary for that particular constituent. The sidebar summary provides a condensed overview of the constituent's details, allowing you to quickly access and review their information. However, when you select multiple records by clicking on them in the Constituent Table, you unlock the ability to perform batch operations or actions on the selected list of constituents. Batch operations enable you to apply actions simultaneously to multiple constituents, saving time and effort. It's important to note that certain actions are only available when selecting a specific number of constituents. For instance, the merge action, which combines two constituents into a single record, will only be displayed when exactly two constituents are selected. If three or more constituents are selected, the merge action will not be available or visible. This approach ensures that the appropriate actions are presented based on the number of constituents selected, preventing any confusion or unnecessary actions that may arise when attempting to perform an action on an incompatible number of constituents. By providing batch operations and dynamically adjusting the available actions based on the number of selected constituents, the system streamlines your workflow and ensures that you can perform actions efficiently and effectively within the Constituent Module.

Batch actions

# Merging Constituents By merging the constituents, you can consolidate their information and eliminate duplicate entries in your database. To merge two duplicate constituents, follow these steps: 1. Select two constituents that you want to merge by clicking on them in the Constituent Module table. 2. In the right sidebar options, click on "Merge Constituents." Please keep in mind that you can only merge two constituents at a time. If you select more than two constituents, the option to merge will not be available.

Merging two constituents

## To & From When merging constituents, you need to specify which constituent will be the resulting constituent, referred to as the "TO constituent." The other constituent will be labeled as the "FROM constituent." To specify the TO constituent: 1. Select the constituent that you want to keep and merge the other constituent into. 2. In the merge options, make sure the TO constituent is selected. 3. Optionally, you can check the checkbox to indicate that you want to delete the FROM constituent after a successful merge. By selecting the TO constituent, you determine which constituent's information will be retained, and the FROM constituent's information will be merged into it.

Selecting the TO constituent

## Merging Processes During the merging process, most data can be merged without any issues, including invoices, notes, tags, and more. A constituent can have multiple records of these types, and they will all be merged into one. However, there are some specific cases where merging requires strategic handling. Here are the details for these unique cases: 1. **Memberships** - the merge process for constituents with memberships follows these rules: * The oldest "member since" date will be used. * The newest membership level will be retained. * The newest membership status will be retained. * The fee from the newest membership record will be used. 2. **Profiles** - include fields for email, phone, and address, with a set limit for each. * During merging, if the resulting constituent would have more than three emails or four phone numbers, the excess ones will be deleted. * The merge attempts to retain the most accurate and up-to-date profile information between the two constituents. 3. **Demographics** - involve one demographic record with specific fields such as Household Count or Income Min/Max. The following logic is applied during merging: * If both constituents have a value for a specific field, the value of the TO constituent will be retained. * If the TO constituent's value is empty, the value from the FROM constituent will be used. By applying these rules, the merging process ensures that the resulting constituent has the most appropriate and accurate data for memberships, profile information, and demographics. # Adding Constituents ## New Constituent To add a new constituent in the Constituent Module, follow these steps: 1. From the landing page of the Constituent Module, locate and click on the "Add New" button situated in the top right corner of the screen. 2. Clicking the "Add New" button will trigger the opening of the new constituent dialog. In the dialog, you will find fields for entering the constituent's First Name and Last Name. These are the only required fields. Fill in the necessary details. 3. Once you have entered the required information, click on the "Save" button to save the new constituent. 4. After saving, the constituent will be added to the table. Additionally, the sidebar will open, providing you with the opportunity to add more details and information for the constituent if needed.

Quickly adding a new constituent

By following these steps, you can successfully add a new constituent to your database using the Constituent Module. ## New Registration Please keep in mind that using the "Add New" button to create a constituent in the Constituent Module is a simple and quick method that bypasses the intended registration process. It's important to note that the "New Registration"[ button is specifically designed to guide](/registration/register-participants) you through the registration process, starting with the Parent registration. This process ensures that all necessary information is captured accurately and in the intended order. While the "Add New" button provides a convenient way to swiftly add a constituent to the database, it may not include all the required fields or follow the specific registration flow designed for comprehensive data collection. Therefore, if you require a more thorough and complete registration process, it is recommended to utilize the "New Registration" button rather than solely relying on the "Add New" button for adding constituents.
# Batch Adding Participants To efficiently add Outreach Participants in batch, follow these steps within the Constituents Module: 1. Go to the Constituents Module and locate the Outreach tab situated next to the Search tab. Select the Outreach tab. 2. Begin by entering the information for the first Participant. Fill in the necessary details, including the Center/Location, Membership Level, and Expiration fields. Please note that these fields will be retained for each subsequent add unless manually modified. 3. Once you have provided the required information for the Participant, click on the "Add" button. The Participant will then appear on the right side of the screen, confirming their successful addition.

Batch participant tool

Important to note: * To streamline the process for adding multiple Participants, you have the option to save the School field across entries. To enable this, select the checkbox labeled "Save selection between entries." By doing so, the School field value will carry over to subsequent Participant entries, eliminating the need to re-enter it each time.

Enable button for saving schools between entries

By following these steps and utilizing the Outreach tab in the Constituents Module, you can efficiently add Outreach Participants in batch, saving time and ensuring accurate data entry. # Constituent Details The sidebar in the Constituents Module allows you to manage various aspects of a constituent. It provides summary sections that can be expanded to reveal detailed information. In most cases, clicking on a detail row within the sidebar will open the corresponding editor, allowing you to make changes or modifications. For certain scenarios, you will find options to either add or edit details within the sidebar. These options enable you to customize and update specific information as needed. By utilizing the sidebar, you can efficiently navigate and manage different aspects of a constituent's profile, accessing relevant details and making necessary edits or additions when required.

Viewing a single constituent profile

The top section of the profile includes optional constituent photo, unique ID, check-in status, persona tiles, quick communication buttons (email, phone number, etc.), and a button with three dots. The three-dot button provides access to various actions: Record Center Attendance, Assign Unique ID, Print Check-in Card, and Delete. It's worth noting that, except for Delete, these actions can also be performed in batch mode.
Scrolling down reveals the breadth of a constituent's profile. The content and layout of the profile may vary depending on the assigned personas, especially between Parents (adults and guardians) and Participants (youth). These personas can be connected through different relationships, which further enriches the profile information. For instance, you can conveniently access a Parent's or Participant's profile directly from each other's profiles. This allows for easy navigation and quick access to the relevant information between connected individuals. ## Profile Sections A Participant's profile consists of fourteen sections, each providing specific information and functionality: 1. Profile: This section contains general details about the Participant, such as their name, birthdate, and other personal information. 2. Parents: Here, you can quickly access and manage the Parents or guardians associated with the Participant, including their contact information and relationship details. 3. Notes: This section displays any relevant notes or comments pertaining to the Participant, providing additional context or important information. Often used for case management. 4. Balance Due: If there are any outstanding balances or payments associated with the Participant, this section will show the details, allowing for easy management and payment. 5. Payments: Here, you can view a history of payments made by or on behalf of the Participant, helping to keep track of financial transactions. 6. Membership: If the Participant has a membership or is part of a specific program or group, this section provides details about their membership status. 7. Medical: This section focuses on the Participant's medical information, including any allergies, medications, or specific medical needs that need to be taken into consideration. 8. Demographics: Here, you can find demographic information about the Participant, such as their gender, ethnicity, household size, and other relevant details. 9. Military: If applicable, this section captures any military-related information about the Participant, such as their military status or service history. 10. Contacts: This section displays additional contacts associated with the Participant, beyond their Parents or guardians, allowing for easy access to their extended network. 11. Enrollment: If the Participant is enrolled in specific programs, classes, or activities, this section provides enrollment details and related information. 12. History: The history section keeps track of important events or changes related to the Participant, providing a timeline of their interactions and involvement. 13. Academics: If the Participant is engaged in academic activities or educational programs, this section captures academic-related information and progress. 14. Tags: The Tags section allows for categorization or labeling of the Participant, making it easier to filter or group them based on specific criteria or attributes. These sections collectively provide a comprehensive view of the Participant's profile, enabling efficient management and access to relevant information. # Profile Image To add or change a photo for a participant in the Constituent Module, follow these steps: 1. Go to the Participant's sidebar profile. 2. Click directly on the shadowed body outline if no image is currently set. 3. Select "Upload File..." or simply drag and drop an image file from an open window onto the photo area. If you selected "Upload File...", a file selection window will open. Browse your computer's files and choose the photo you want to upload. 4. Once the photo is uploaded, it will replace the shadowed body outline.

Uploading a profile image

You can update the photo at anytime by clicking on the image and repeating the steps above. # Unique IDs Each constituent in the C360 system is assigned a unique ID number, which serves as a distinct identifier for that constituent. The unique ID number can be found above the personas on the sidebar profile of a constituent's profile.

Unique ID underneath a constituent's name

To identify a constituent using their unique ID number, simply locate the ID number displayed on their profile. This number is specific to the individual constituent and can be used as a reference when communicating or performing actions related to that constituent. In addition to visually identifying constituents through their unique ID numbers, you can also search for constituents using these ID numbers. Utilize the search function in the Constituent Module and enter the specific unique ID number you want to search for. This allows you to quickly locate and retrieve the constituent's profile based on their unique ID. ## Assigning IDs If you have constituents in your database who are missing unique IDs, which could be due to a data import or other reasons, you have the option to assign them unique IDs both individually and in bulk. ### Assigning Individual IDs To assign individually, select the three dot button underneath the constituent's name. If the constituent already has a unique ID, it will be greyed out.

Locating the individual 'Assign Unique ID' button

### Bulk Assigning IDs Assigning in bulk can be done by selecting multiple constituents and using the "Assign Unique IDs" function available in the batch operations.

Assigning unique IDs in bulk

The system will generate and assign unique IDs to the selected constituents who don't already have an ID assigned. Existing IDs will not be overwritten or modified. # Tag Management Tags are a versatile tool that allows you to attach custom data to various types of records, with a primary focus on Constituent records. Tags serve as labels or markers that provide additional information or categorization for records. They can be used to store specific details, attributes, preferences, or any other relevant data that helps in organizing and managing your database effectively. By utilizing tags, you can enhance the functionality and customization of your database, tailoring it to your organization's unique requirements. Whether it's for segmentation, filtering, reporting, or any other purpose, tags provide a flexible and efficient way to store and access additional information associated with your records. ## Adding Tags To create a new tag, follow these steps: 1. On a constituent's profile, scroll down to the bottom of their details. 2. Click on the "Add Tag" button. A new dialog or form will appear with three parts: Category, Name, and Value. 3. Begin by selecting a category for the tag. You can start typing in the type-to-search dropdown to find and select the desired category. Once you have chosen a category, the Tag Name dropdown will update to display the existing tags within that category. 4. Select the appropriate Tag Name from the dropdown list. 5. If the selected Tag Name has structured values associated with it, the Tag Value selector will be populated with the required value options. Choose the relevant value from the options provided. 6. If the selected Tag Name does not have structured values, you can simply type in any arbitrary text as the value. 7. After filling in the category, name, and value, click on the "Save" or "Add" button to create the new tag.

Adding a new tag

### Structured Values Structured values in tags refer to tags that have predefined values from which you must select. These values are set by your organization and help maintain data consistency and cleanliness within the system. When adding or editing a tag, if a tag has structured values, you will be presented with a dropdown or selector that contains the predetermined options. Structured values offer several benefits: 1. Data Consistency: By providing a set of required values, structured tags ensure that data entered into the system aligns with predefined categories and options. This helps maintain consistency and standardization across the database. 2. Data Integrity: Structured tags help prevent errors or inconsistencies that can arise from manually entering arbitrary text. By limiting the values to a predefined set, you reduce the risk of typos, misspellings, or inconsistent formatting. 3. Improved Reporting and Analysis: Having structured tags with set values enables more accurate and meaningful data analysis. You can easily filter, group, and compare data based on specific tag values, gaining valuable insights and generating more accurate reports. To maintain data cleanliness and streamline operations, it is generally recommended to create tags with structured values whenever possible. This ensures that data entry is controlled and aligned with your organization's data management practices. ## Editing Tags When editing a tag, it's important to note that you cannot change the category or name of an existing tag. The category and name are fixed once the tag is created. However, you do have the ability to update the value associated with the tag. If you need to change the category of a tag, the recommended approach is to delete the existing tag and create a new one with the desired category. This ensures clarity and consistency in organizing your tags. To edit the value of a tag, follow these steps: 1. Locate the tag in the tags summary section within the constituent's details. 2. Click on the tag to open the editor for that tag. 3. In the editor, you will see the existing value of the tag. Modify the value according to your needs. 4. After updating the value, select Save or Update to save the changes. Remember that tags play an important role in organizing and categorizing information within your database. By carefully managing and updating the values of your tags, you can ensure accurate data representation and efficient data management.

Editing an existing tag

## Customizing Tags While your database comes with a default set of tags, you have the flexibility to create and add your own custom tags that align with the specific needs of your organization. To view and manage existing tags, follow these steps: 1. Go to the SiteSetup Module. 2. Click on the fourth tab, labeled "Tag Management." 3. To ensure you have the most up-to-date information, click the refresh icon (represented by a circular arrow) located at the top right corner of the page. This will load all the existing tags. 4. Find the tag you want to manage and click on it to highlight it. Once the tag is highlighted, you will see an Edit button next to the Add Tag button. 5. Click on the Edit button to open the tag editor dialog. 6. Make the necessary changes to the tag's name, description, category, value type, status, binding, auto load, allow multiple, or bound values. 7. After making the desired changes, click the Save button to save the updated tag.

Viewing available tags in Tag Management

### Adding New Tags Creating new tags is not limited to the preset list. You have the flexibility to create new tags that align with your organization's needs. However, it is recommended to designate one or two primary tag managers who will oversee the tag list. Their role is to ensure the list of tags remains clean and well-maintained. Having dedicated tag managers helps prevent the creation of duplicate or redundant tags and ensures a streamlined database. They can review the existing tags, assess their relevance, and determine if new tags need to be created to meet specific requirements. The tag managers can establish guidelines for tag creation, ensuring consistency and alignment with the organization's data management strategy. By adopting this approach, you can maintain a controlled and organized tag system, avoiding unnecessary clutter in the database. This promotes data integrity and facilitates efficient searching, analysis, and reporting based on tagged records. To create a new tag, follow these instructions: 1. To create a new tag, click on the "Add Tag" button. This will open the Tag editor dialog. 2. In the Tag editor dialog, provide the necessary details for your tag. This typically includes selecting a category, specifying a name, and entering a value if applicable. 3. Once you have filled out the details of your tag, click the "Save" button to save the tag.

Adding a new tag to your database

### Tag Fields There are various fields associated with each tag. These field descriptions below provide guidance and options for configuring your tags to meet your specific requirements and ensure accurate data management. **Name**: The name of the tag, which helps identify and distinguish it from other tags. **Description**: A short description that provides information about the purpose or usage of the tag. It helps users understand the tag's intended use. **Category**: Categories are used to group and manage tags. Enter a textual value that represents the category. Note that categories are case sensitive, so "Newsletters" and "newsletters" would be treated as different categories. **Value Type**: Specifies the type of value that can be associated with the tag. It ensures that the entered value matches the selected type. The possible value types include: * Text: Allows text entries. * Number: Allows number entries. * Date: Allows date entries. * Currency: Allows dollar amount entries. * Yes/No: Allows only "yes" or "no" as response options. * True/False: Allows only "true" or "false" as response options. * Text Block: Allows a block of text as a response. **Status**: Indicates whether the tag is enabled or disabled. Setting it to "disabled" prevents the use of this tag. **Binding**: Specifies the data points where the tag can be used. You can select specific data points or choose to make the tag available for all data points. For example, selecting "Constituents" restricts the tag to be used only for constituents. **Auto Load**: If set to true, the tag will be automatically added when creating a constituent, event, campaign, or any other data point that supports tags. **Allow Multiple**: If set to true, the tag can be added to a single record multiple times. **Bound Values**: When creating a tag and specifying bound values, you are defining a predefined list of values that can be selected when adding that tag to a record. By limiting the available options to the bound values, you ensure consistency and prevent spelling errors or variations in tag values. For example, if you have a tag called "Interests" and the bound values are "Sports," "Music," and "Art," when adding the "Interests" tag to a constituent, you can only select one of these predefined options. This helps maintain uniformity in the data and avoids inconsistencies or discrepancies in the tag values. By enforcing the selection from bound values, you have better control over the tag values and can easily analyze and categorize records based on these standardized options. # Customizing Allergies & Medications To set a custom allergy for a participant, follow these steps: 1. In the profile sidebar, locate the "Medical" section and select the "Edit" button next to it. This will allow you to modify the medical details of the participant. 2. Within the "Allergy List" section, you can either choose a preset allergy from the list or type a custom allergy directly into the input field. Press "Enter" on your keyboard to confirm the custom allergy. The custom allergy will then appear in a greyed box. 3. Similarly, you can customize medications by selecting from the preset options or entering a custom medication in the appropriate field. 4. Once you have set the custom allergy and/or medication, select the "Save" button to save the changes. By customizing allergies and medications, you can ensure accurate and specific medical information for each participant in the system.

Configuring medications and allergies

Once you have set the medical fields for a participant, such as allergies and medications, they will appear directly on the profile sidebar. This provides quick access to important medical information about the participant.

Configured medical details

# Relationship Management In C360, households can be dynamically designed by establishing relationships between constituents. This feature enables better contact and payment management within the system. To effectively manage parent/guardian constituents, it is recommended to assign them the "Parent" persona. Additionally, you need to establish a relationship between the parent/guardian and their corresponding participant to create a connection between them. When a parent registers a participant online, OnTrack automatically generates a relationship between them. This automated process ensures that the parent is linked to their registered participant without manual intervention. This relationship allows for easy access and management of relevant information related to the participant and their parent/guardian within the system. ## Relationship Hierarchy To keep a relationship tree clean, here is the recommended hierarchy for relationships. * A **participant** has a relationship with a **parent** * A **participant** has a relationship with an **emergency contact** * A **participant** has a relationship with a **sibling** * A **parent** has a relationship with an **emergency contact** This guarantees that the appropriate permissions are available for each persona when interacting with OnTrack. Each relationship automatically has a counter to the other person, but it's where its assigned that's important. In the above list, the relationship should be created from the persona on the left to the persona on the right. ## Contacts In OnTrack, each relationship between constituents can have additional metadata associated with it, such as pick-up authorization or emergency contact information. This allows you to provide specific details about the nature of the relationship. For example, if there is a Parent-Participant relationship, you can specify whether the parent has pick-up authorization for the participant or if they are designated as an emergency contact. Additionally, when a parent and participant have a Parent-Participant relationship, the participant will be listed under the "Participants" section of the parent's sidebar profile. This provides a convenient location for managing and registering new participants associated with that parent. If a participant already exists in your database and you want to connect them to a parent or guardian, you can do so by adding the appropriate relationship between them. This ensures that the participant is properly associated with the relevant parent or guardian within the system.

Contact details on a Participant's profile

## Adding a Relationship To add a new relationship between constituents in OnTrack, follow these steps: 1. Scroll down to the Contacts section of the constituent's sidebar profile. 2. Click on the "Add New" button at the bottom of the Contacts section. 3. This will open a new contact window where you can enter the details of the other constituent with whom you are establishing the relationship. Select the appropriate relationship Type from the dropdown menu. 4. Enter the Name of the other constituent. 5. Fill in any additional details or metadata associated with the relationship, such as pick-up authorization or emergency contact information. 6. Once you have entered all the necessary information, click "Save" to create the new relationship. It's important to note that when you add a relationship to one constituent, a corresponding counter relationship will automatically be created for the other constituent selected. This ensures that the relationship is bi-directional and properly reflected for both constituents involved.

Adding a new contact relationship

## Quick Accessing Parents From a Participant's profile, you can quickly access the associated parents or guardians. This feature allows you to easily retrieve their contact information in case of an emergency.

Parent details on a Participant's profile

## Creating Relationship Types To add a relationship type, follow these steps: 1. Navigate to the SiteSetup Module. 2. Select the Relationship Types tab. 3. To add a new relationship type, click on the "Add Relationship Type" button located in the top right corner of the page. 4. This will open a form where you can enter the details of the new relationship type, such as the name and any additional settings or metadata. Fill in the required information and click "Save" to add the new relationship type.

Adding a relationship type

To edit an existing relationship type: 1. In the Relationship Types tab, locate the relationship type you want to edit. 2. Click on the relationship type to select it. 3. Then, click on the edit button (represented by a pencil icon) to make changes to the relationship type. 4. Update the desired fields or settings and click "Save" to save your changes.

Editing a relationship type

To delete a relationship type: 1. In the Relationship Types tab, locate the relationship type you want to delete. 2. Click on the relationship type to select it. 3. Then, click on the delete button (represented by a trash bin icon) to remove the relationship type. 4. Confirm the deletion when prompted.

Deleting a relationship type

By managing relationship types in the SiteSetup Module, you can customize and tailor the available relationship options to fit the specific needs and context of your organization and the unique families you serve.

Set relationships configured in the SiteSetup Module

# Managing Notes A constituent can have multiple notes associated with their profile. However, by default, only the three most recently created notes are displayed. To manage these notes, follow these steps: 1. To edit or delete a specific note, click on the note itself. This will open the note editor, where you can make changes or delete the note as needed. 2. If you want to view all the notes associated with the constituent, click on the "View All" option. This will open a dialog that displays all the notes for the constituent. 3. Within the "View All" dialog, you can sort the notes based on your preference. This allows you to organize the notes by date, relevance, or any other relevant criteria. 4. To edit or delete a note from the "View All" dialog, simply click on the respective row corresponding to the note you want to modify. This will open the note editor, where you can edit the content or remove the note entirely. # SMS Phone Numbers Each constituent is permitted to have a single unique telephone number that can receive SMS messages and grants access to the Parent Portal for Parent constituents. There are two types of phone numbers associated with a constituent: the Portal Access/SMS Number and general phone numbers. 1. Portal Access/SMS Number: This number is associated with the constituent's user account and is used for accessing the Parent Portal and receiving text messages. It is specifically linked to their account for communication purposes. 2. General Phone Numbers: These are additional phone numbers that can be stored on the constituent's profile. They are not actionable and are primarily for reference or viewing purposes. This allows you to store multiple phone numbers for a parent or guardian if needed. The most crucial phone number associated with a constituent is the Portal Access/SMS Number. This number serves multiple purposes, including enabling communication with constituents and granting them access to various portals based on their assigned persona. Unlike other phone numbers stored on the profile, the Portal Access/SMS Number has specific actions and functionalities associated with it. You can store additional general phone numbers on a constituent's profile using any of the general phone number slots available. These slots allow you to store multiple phone numbers for *reference purposes*, without any specific functionality associated with them. ## Managing Phone Numbers You can set both the Portal Access/SMS Number and general phone numbers when creating a constituent or by editing their profile. This provides flexibility in managing and updating contact information for constituents. ### New Constituents When creating a new constituent, you can configure an initial profile phone number. Additionally, you can select the SMS option below the phone number field to indicate that the number is associated with SMS communication. It's important to note that the specific type of phone number (e.g., Home, Work, Mobile) does not affect the SMS option.

Adding a phone number to a new constituent

To ensure the integrity of the SMS repository, it's important to mark only those phone numbers as SMS that are capable of receiving text messages. This helps prevent any issues or errors related to sending SMS messages to phone numbers that are unable to receive them. Therefore, when designating a phone number as an SMS number, make sure it is a valid and functional mobile or text-enabled phone number. ### Existing Constituents To manage existing phone numbers, you can edit a constituent's profile and navigate to the Phone Numbers section. Follow the steps below: 1. Open the constituent's profile in the system and edit their profile. 2. Scroll down to the phone number section of the profile and locate the phone number you are editing. 3. Click on the appropriate phone number field and update the phone number either in the Portal Access/SMS Number or any general phone number. 4. Save the changes to update the Portal Access/SMS Number. By editing the constituent's profile and modifying the phone numbers section, you can manage and update the Portal Access/SMS Numbers as required.

Editing an existing constituent's phone numbers

## Used Numbers Every constituent is assigned a unique telephone number that is dedicated to receiving SMS messages and provides access to the Parent Portal for parent constituents. Once a telephone number is assigned to a constituent, it cannot be used by another constituent. This ensures that each constituent has a distinct contact number for communication and portal access purposes. If a phone number has already been assigned as the Portal Access/SMS Number, it will be clearly indicated in the system along with the constituent to whom it belongs. This prevents any confusion or conflicts regarding the allocation of phone numbers for SMS communication and portal access. You will be notified that the number is already in use and by which constituent it is assigned to, ensuring transparency and clarity in managing phone numbers for portal access and SMS communication.

Used number notification

# Taking Payments OnTrack provides the flexibility to make various types of payments towards outstanding balances. We utilize relationships to determine the balances that a constituent is responsible for. For instance, a parent might have an outstanding line item on their individual record as well as any outstanding line items for their children. ## Relationships As previously mentioned, we rely on predefined relationships to determine the responsibility for open line items. Let's consider a two-person household with Molly and Ben: **Molly** * Participant * 2 open line items * Is child of Ben **Ben** * Parent * 1 open line item * Is parent of Molly If we were to view Ben's record, we would see a balance due for three open line items. However, if we accessed Molly's record, we would only see the two open line items. The predefined relationships we use to establish responsibility include: * Is Guardian Of * Is Foster Parent Of * Is Parent Of * Is Step Parent Of ## Line Items & Invoices As constituents accumulate fees, these charges are recorded on their open invoice. This invoice operates discreetly in the background and is primarily responsible for managing line items. When payments are made to settle these open line items, they are then moved to a paid invoice, which essentially functions as a receipt for the constituent. It's important to note that a line item can be partially paid. Consequently, the original line item on the open invoice will exhibit a remaining balance as payments are applied to it. Once this balance is entirely covered, the line item is removed from the open invoice. ## Making Payments When dealing with a constituent who has an outstanding balance, locate the constituent in the Constituent Module, select them and scroll down on the profile to find the "Balance Due" section.

Locating a constituent's Balance Due

Please note that if there is no balance due for that constituent, the "Make Payment" button will not be displayed.

Payment window

You can review the open line items for the selected constituent. To see more details, simply click on any line item. From there, you can select the line items you want to pay for today. On the next screen, you will be able to enter the amount you wish to pay.

Selecting amount and payment method

At the top, specify the amount you wish to pay today. The payment amount must be greater than zero and less than the total amount of the selected line item. Finally, you can choose the payment method you'd like to use. ### Payment Methods There are five payment types: Credit Card, Cash, Check, Gratis and Alternate. #### Credit Card Payment Please ensure you have set up [your Stripe account](/getting-started/ontrack-docs/setting-up-stripe) before proceeding with credit card payments. To process a credit card payment, complete all the required fields. If you wish to save the card details to the constituent's record for future use, leave the corresponding box checked.

Entering credit card payment

Alternatively, if you have a credit card processor and would like to swipe the card, select "Click To Swipe" when prompted. Once it reads "Swipe Credit Card Now," physically swipe the card. #### Check & Cash Payment To process a payment using cash or a check, simply select the corresponding option from the payment method choices. * **Cash:** Record the amount of cash you received in the provided field. You can also enter an optional memo. * **Check:** Enter the details of the check, including the check number, the bank it's drawn from, and any relevant notes or comments. Once you've filled in the required information, you can proceed with the payment.

Entering cash payment

Entering check payment

#### Gratis & Alternate Payments You can also record scholarships, discounts, or any other special considerations by selecting "Gratis."

Entering gratis payment

Similarly, if the payment was collected via an alternative method that isn't covered by the predefined options, you can record it under "Alternate."

Entering alternate payment

Please be aware that the open memo fields are open-text, so it's advisable to maintain an internal reference system to keep track of these payments, similar to how you manage tags. ### Completing Payment If you choose to pay less than the total amount due today, the selected line items will be split based on the percentage of the total amount due for each line item. Once you have selected the open line items, specified the amount you are paying today, chosen the payment method, and confirmed all the information, make sure to review everything before clicking on "Process Payment." This step ensures that all the details are accurate before finalizing the payment.

Processing payment

Payment confirmation screen

### Discounting Line Items You have the option to review a line item or apply a discount to it by clicking directly on the line item.

Applying a discount

### Test Credit Card \ If you wish to test the payment process, you can use the following test card details. Please note that this will simulate a regular transaction within OnTrack but will exclude actual processing on Stripe. Card Number: 7777 4242 4242 4242 CVV: Any 3-digit number Expiration: Any valid date Zip code: Any # Processing Refunds When you're viewing a profile from a constituent record, you can access the payment history by selecting "View History" under the Payments section.

Navigating to Payment history

In the "Manage Invoices" window, choose the specific line item you need to refund. Paid invoices are listed in chronological order, with the most recent ones at the top.

Invoice history

To process a refund, select the payment that corresponds to the invoice you want to refund. In the invoice details, enter the refund amount next to the item you wish to refund. Once you've entered the refund amount, an active "Refund" button will appear at the bottom. Click this button to process the refund.

Refunding a payment

After the refund is applied, the invoice will be updated to reflect the payment. You will also receive a notification in the top right corner confirming that the refund has been processed. In the event of an error, the notification will indicate that there was an issue. If you encounter an error, please reach out to with details of the attempted refund. **It's important to note that refunds are not reversible, and they will not return the line item back to the open invoice.** # Constituent Clean-up Data happens, learn how to clean-up constituents in OnTrack As data enters the system, and the more people interact with it, things can get out of line. Duplicates, entry errors, missing relationships, etc. We have a few tools and workflows to help get things back - OnTrack. ## Identifying Potential Duplicates The best approach to ensuring data integrity is to address issues as they arise. However, utilizing [C360 BI](/reporting/c360-bi), we can efficiently identify potential duplicates in bulk, review them, and take the necessary steps. It's important to note that this process is manual to ensure thorough review and appropriate actions can be taken to maintain data accuracy and reliability. We can utilize the [Constituent table](/reporting/data-definitions#constituents) to identify individuals sharing identical information, such as First and Last Name, Mobile Number, Address, and more. This approach allows for customizable field selection, allowing you to tailor the duplicate identification process to your specific workflow needs. Heres an example of how we can find potential duplicates using the First and Last name fields. {% hint style="info" %} Note this workflow assumes building the question in the question editor. The same process would apply to the visual editor. {% endhint %} First, start a new question in C360 BI and select Constituents as the data source.
Next, add a Count of Rows [Summary](/reporting/c360-bi/questions#summarizing-data) and a First Name & Last Name Grouping.
Next, add a [filter](/reporting/c360-bi/questions#filtering-data) to find results where the count is greater than one. {% hint style="info" %} In plain words, this question says "Show me the constituents who have the same first **and** last name as another constituent". By using the "count is greater than one" filter, we ask it to only return results where two or more people share the same names. {% endhint %}
Now to take a quick peak at the results, click the :arrow\_forward: preview icon, or click Visualize to see all the results.
Here we can see that we have a single potential duplicate, where **two** constituents share the same first and last name. The next step here would be to open up Constituents and [merge them together](#merging-duplicate-constituents)! Here is the question in it's entirety.
You can customize the Grouping selections to include, for example, Phone Number, Email Address, or any other fields available! Keep in mind, the more fields you add to the group, the more specific the question will be, which will return less results. {% hint style="info" %} Pro tip: add a second Count of Rows Summary after the filter and save as a question to put on a dashboard. This will give you the total possible duplicates in your database. {% endhint %} ## Merging Duplicate Constituents When two or more constituents exist in the system, we can merge them together, automatically linking all the existing records. {% hint style="info" %} You can only merge two constituents at a time. If you have multiple, you will want to run the merge multiple times. {% endhint %} To merge two constituents: 1. Search for the people you want to merge 2. Select both their checkboxes in the table 3. Select 'merge constituents' in the sidebar that opens 4. Select which constituent you want to keep and click start When presented with the option to select which person you want to merge into, select the constituent you want to keep. A helpful Data Score lets you know who has more data. While a selection is required, the result will be the same, so choosing either record is okay. ## Updating Missing Profile Data You can use the constituents search "Data Quality" section to easily find constituents who have the following missing profile data. * No email * No phone * No mailing address * No portal access number (e.g. [parent portal](/registration/online-registration/parent-portal)) You can also combine any other filter in the search form to narrow down your results. From here, simply click on the row and edit the constituent. ## Connect Missing Relationships When [manually entering](/constituents/adding-constituents) or [batch adding](/constituents/adding-constituents/batch-adding-participants) constituents, sometimes we don't have a full profile and are required to later update a [relationship between a parent](/constituents/constituent-details/relationship-management), participant, sibling or emergency contacts. Keep in mind the [ideal relationship hierarchy](/constituents/constituent-details/relationship-management#relationship-hierarchy) when adding relationships manually. ### Adding a Parent to a Participant When a participant is found without a parent section filled out, you can easily link an existing constituent or create a new one using the contacts section of the participants sidebar. From the participant sidebar, navigate to the contacts section and expand the list. #### Existing Relationship If the parents name already shows up in the list, you can click on the card and change the relationship to the appropriate relationship for a parent or guardian. Then, click on "View Constituent". If this person does not have the Parent persona, click "Edit Info" in the parents sidebar to add it. #### New Relationship If the parent doesn't show up in their contacts, we can create and link them at the same time! Click "Add New" to open up the [relationship dialog](/constituents/constituent-details/relationship-management#adding-a-relationship). Start by searching for an existing parent by typing their name. It's nice to double check this person is who we think they are, but if we're unsure or a person wasn't found, an option to create a new constituent will show. {% hint style="info" %} Hint: the new constituent option will only show when no results were found {% endhint %} A new constituent dialog will open. Enter their details and at a minimum, select Parent as their persona. # Understanding Memberships Each Participant at your organization has a Membership record, which allows you to track their participation with various details, including their current membership status in your programming. Constituents have the ability to have multiple memberships, which is particularly useful when different membership levels are required for specific periods or programs. Each membership level can have its own associated costs, expiration dates, and other details, operating independently. By controlling the membership level required for classes, you can ensure that only constituents with the specified membership type can enroll in a session, program, or class. Participants with active memberships will be visually identified in the table of the Constituent Module by a small membership card icon displayed next to their name. This visual indicator helps you quickly identify constituents who have active memberships and distinguishes them from those without memberships or with expired memberships - [indicated by a clock](/memberships/adding-memberships/renewing-memberships#expired-memberships). By scanning the table, you can easily spot participants with active membership status and access their membership details for further management or tracking purposes.

Viewing a participant with an active membership

## Creating A Membership Level A membership level is what is used to create a membership on a participant. Think of them as a template to later use when creating a membership. 1. Navigate to Site Setup and click on the Membership Levels tab 2. Click on "Add Membership Level" to start creating a new level 3. Fill in the various fields based on details of your Membership 4. Once you have filled in all the necessary information, click "Save" to create the Membership Level

Adding a new membership

### Membership Details Important fields * **Level Name:** Enter a name for the membership level (e.g., Lifetime Member) * **Level Description:** Provide a short description that will be displayed below the level name on the membership signup page * **Renewal Type:** Select the appropriate renewal type for the membership. This determines the membership duration, recurring billing, and expiration date. Available types include: * Never * Monthly * Quarterly * Twice a Year * Every Year * Calendar Year * Fixed Expiry For the "Fixed Expiry" type, the Expires On field will be used to set a specific expiration date for the membership level. * **Grace Days:** The amount of days a member can self-renew before their expiration date * **Show Online:** Set this to "true" if the membership level should be displayed online * **Online Display Order:** Set the display order of this membership level for public pages (parent portal). Negative numbers are allowed * **Expires On:** Sets the expiration date based on the renewal type. For Fixed Expiry, it will be the date entered. For Calendar Year, it will only use the month and date. For every other type, this will be ignored * **Fee:** Set the cost of this membership level Other fields * **Level Type:** Keep this set to General * **Cards:** An internal field you can disregard * **Range Fee:** An internal field you can disregard * **Show On POS Terminal:** An internal field you can disregard * **Presentation Order:** An internal field you can disregard * **Surcharge:** An internal field you can disregard * **Allow Sub-Members:** An internal field you can disregard * **Fee By Sub-Member:** An internal field you can disregard * **Purchase Discount:** An internal field you can disregard * **Is Taxable:** If the membership fee requires tax, set this to "true" * **Fixed Tax Amount:** If there is a fixed tax, you can set it here * **Fair Market Value:** An internal field you can disregard # Adding Memberships To manually create a Membership record for a Constituent, follow these steps: 1. Search and open the Constituent: Use the search function to find and open the Constituent you want to add a Membership to. 2. Scroll down to the Membership section: In the sidebar of the Constituent's profile, locate the Membership section and click on "New Membership."

A participant profile without a membership

3. Select the Membership level: Choose the appropriate Membership level for this Constituent. In most cases, there will be only one Membership level available. The dropdown will indicate if the Membership is set to renew. Depending on the date, the Expiration date will be automatically set to the next cycle date. Additionally, the cost will prepopulate based on the membership's details. 4. Set a start date: To track the longevity of a participant at your organization, make sure to set a start date. 5. Set the expiration: Each Membership level has a renewal timeframe. For example, if the renewal length is quarterly and that level is selected, the current date will be used to calculate the next expiration date. You can edit it here. 6. Edit the cost: If necessary, you can edit the cost associated with the Membership. This field allows you to customize the cost for this particular Constituent. 7. Apply a line item (optional): If you want to apply a line item (a balance) to the Constituent for the new Membership, check the "Apply a line item" checkbox. This action will take the Membership details and apply a balance due to their invoice. The Constituent can then view and pay this balance through their Portal. 8. Click Save: Once you have entered all the necessary information, click "Save" to create the Membership record for the Constituent.

Adding a membership to a participant

By following these steps, you can manually create a Membership record for a Constituent and customize the details as needed. # Renewing Memberships ## Expired Memberships When a membership has expired, a clock image will appear next to the constituent's name in the Constituent's Module, giving you an obvious indicator.

Expired membership noted with the clock image

When you click on a constituent with an expire membership, you can see the membership details from the sidebar profile.

Viewing an expired membership from a profile

## Renewing To renew a membership for a constituent, follow these steps: 1. Search and open the constituent's profile in the Constituents Module. 2. Scroll down the sidebar until you find the "Memberships" section. 3. Click "Renew Membership" on the specific membership you want to renew from the list of memberships associated with the constituent.

Viewing the details of a constituent's memberships

4. In the Renew Membership window, update the expiration date and apply a new line item to their invoice if needed. When you're done, select Renew.

Renewing an existing membership

By renewing memberships in this manner, you can ensure accurate tracking of membership status, apply any associated fees, and extend the expiration dates for constituents in your organization. # Searching Memberships By managing participants' memberships, you can effectively segment constituents and facilitate quicker searches in the Constituents Module. This allows you to search based on membership level, membership status, or combinations of both. For example, you can search for all constituents who have a specific membership level, such as "Gold Member," to quickly identify those with a certain level of membership benefits. Additionally, you can search for constituents based on their membership status, such as "Active" or "Expired," to easily distinguish between current and past members. Moreover, you can combine these search criteria to further refine your search results. For instance, you can search for constituents who have a "Silver Member" level and an "Active" status to find those who currently hold that specific membership level.

Searching constituents by membership

# Understanding Programs Programs in OnTrack are highly customizable, and having a comprehensive understanding of the different components and their data tracking capabilities will enable you to have the best experience and tailor the system to your organization's needs. You can configure programs to suit your specific requirements and efficiently track data relevant to your organization's activities. With this level of customization, you can ensure that OnTrack fits seamlessly into your organization's workflow and supports your unique processes effectively. ## Navigating Programs On the Programs landing page, you'll find four tabs: Schedules, Online Schedules, Programs, and Attendance. 1. Program Schedules: Schedules are used for organizing programs, providing a higher-level grouping and management option. It offers flexibility for organizations with varying tracking requirements. Each schedule can have its own fee, location, and more. Learn more about Schedules. 2. Online Schedules: This tab consolidates all programs that are available for online registration, making it easier to view and manage online program registrations. 3. Templates: Templates enable you to create curriculum and content areas that can be reused when building out your organization's Program Schedules. 4. Attendance: This tab allows you to perform advanced searches on attendance records, providing a way to access and manage attendance data efficiently.

Programs Module landing page

# Schedules Program Schedules in OnTrack offer a new feature to effectively organize programs. This feature enables you to group and manage programs at a higher level, providing flexibility for organizations with varying tracking needs. Each level in the schedule can have its own fee, location, and other relevant metadata. The various levels within a Schedule are as follows: 1. Enrollment: At the highest level, you have Enrollment, which allows you to group Sessions or Programs. This level can include a fee, location, start and end date, and other associated details. **In your Program Schedule, there can only be one Enrollment level**. 2. Sessions: The next level down is Sessions, which can have the same data as an Enrollment level. 3. Programs: Select a Program Template to populate the defaults. This level must be under an Enrollment or Session level. 4. Classes: The final level is required and can only be placed under a Program. You can configure Classes to meet on recurring dates or create one-time Classes. Here are some examples of how you can structure your Program Schedules: Example 1: * School Year 2021 – Enrollment * Summer Session 1 – Session * Outdoor Program – Program * 4th through 6th grade – Class * 7th through 12th grade – Class * Summer Session 2 – Session * ... Example 2: * School Year 2021 – Enrollment * Outdoor Program – Program * 4th through 6th grade – Class * 7th through 12th grade – Class * ... Example 3: * Summer Session 1 – Session * Outdoor Program – Program * 4th through 6th grade – Class * 7th through 12th grade – Class * Summer Session 2 – Session * ... # Building Schedules Follow these steps to create a Schedule [using Example #1](/programming/schedules/building-schedules), but note that the same process applies to all examples. As you proceed through these steps, the data will be automatically saved. ## Adding New Schedule From the Programs Modules, select '+Add New Schedule' from the right corner.

Locating the 'Add Schedule' button

Step 1 – Add Enrollment: * Drag the Enrollment tab into the builder. * Name the Enrollment level as "School Year 2023."

Dragging an Enrollment level onto the Schedule

Step 2 – Add Session: * Drag the Session tab over the Enrollment level. * Enter the details for your Session, e.g., "Summer Session 1."

Adding a Session and the associated metadata fields

Step 3 – Select a Program: * Drag the Program tab and a dialog will open, displaying your available Programs. (You can create new Programs under the Templates tab.)

Program selection window

Once a template is selected, the program will be populated with the defaults of that template.

Editing details of a selected program

Step 4 – Add a Class: * Drag the Class tab into the selected Program. * Enter the details for the Class.

Adding a Class and the associated metadata fields

You can also create classes in bulk by setting up a recurring Class, which can be done later. ## Next Steps Continue adding Programs and Classes to your schedule until you have built the complete hierarchy. After creating your Schedule, click Close to view your Schedule list. You can use the filter to locate your new Schedule.

Filtering schedules from the schedule list

Click on the Schedule to open the sidebar and view its details. From here, you can manage the Schedule by enrolling Participants, printing rosters, taking attendance, and more.

Navigating to view a schedule

# Adding Recurring/Bulk Classes When classes occur on the same day of the week at the same time, you can use the Class Wizard to create recurring classes for a given Program.

Navigating to the Class Wizard

To add recurring classes to a program in the Schedule Builder, follow these steps: 1. Find the Program: Locate the program to which you want to add recurring classes in the Schedule Builder. 2. Class Wizard: Click on the "more" button next to the program, and then select "Class Wizard." Note that classes can only be added to a program. 3. Configure the Frequency: Choose the start date for the classes and select the frequency – either weekly or monthly. * Weekly: If the classes occur on the same day of the week at the same time, use the weekly option. Select the start date and choose the days of the week the classes will occur on. You can also specify the end date for the classes. * Monthly: If the classes occur on a specific day of the month, use the monthly option. Select the start date and choose the specific day of the month the classes will occur on (e.g., 5th, 15th). You can also specify the end date for the classes. * If you want to skip months or set a different frequency, you can adjust the monthly frequency to achieve the desired class schedule.

Configuring recurring classes with the Class Wizard

## Examples: * Weekly Example: Create a one-hour class every Monday for four weeks from 8/1/21 to 8/24/21, starting at 9:00 AM. This will create four classes on 8/2, 8/9, 8/16, and 8/23. * Weekly Example (Multiple Days): Create a one-hour class Mon-Wed for three weeks from 8/1/21 to 8/24/21, starting at 9:00 AM. Use the copy function to quickly create classes for different days. * Monthly Example: Create a 3-hour class that occurs on the 5th of every month from August to the end of the year, starting at 9:00 AM. This will create classes on 8/5, 9/5, 10/5, 11/5, and 12/5. * Monthly Example (Specific Week): Create a 3-hour class on the first Thursday of the month from August to the end of the year, starting at 9:00 AM. This will create classes on 8/5, 9/2, 10/7, 11/4, and 12/2. By using the Class Wizard, you can easily create recurring classes within a program, saving time and effort in managing your organization's schedule of classes. # Adding Program Templates Programs serve as the fundamental content areas of your organization's programming and can be reused across different Schedules. They play a significant role in defining the curriculum your organization offers and are designed to be long-lasting, holding essential metadata. Navigate to the Templates tab in the Programs Module to view existing program templates or add a new one.

Viewing existing program templates

## New Program Templates To add a new template, simple click "New Template" in the top right corner of the programs list. In New Template window, enter the various fields relevant to the program you are creating. Scroll to access restrictions, instructors and contracts.

Optional fields when adding a new program

Once complete, select "Save" to add the new program, now [usable on a schedule](/programming/schedules/building-schedules#adding-new-schedule). ## Editing Existing Templates To edit an existing template, simply click on the program from the list. You can use the filter in the top left to narrow down your options. # Rosters Every Participant who will be enrolled in any level within a Schedule must first be added to the primary roster. Once added to the primary roster, they become eligible to be enrolled at any level. ## Primary Rosters At the highest level of your Schedule, you have a primary Schedule roster, which acts as the central list of Participants for the entire Schedule. This primary roster serves as the single source of Participants for every level, including Sessions, Programs, and Classes. Before a Participant can be enrolled in any of these individual levels, they must first be added to the primary roster. In other word, to be eligible to attend any of the Schedule's programs or classes, a Participant must first be enrolled in the primary roster. Furthermore, at every level in the Schedule (Sessions, Programs, and Classes), there is an additional roster. This allows you to manage one single list of Participants in the primary roster and then copy or move Participants to other levels throughout the Schedule. Having this hierarchical roster structure streamlines the process of managing Participants in various levels of the Schedule, making it efficient and easy to organize and enroll individuals in your organization's programs and classes. ## Viewing Primary Roster At each level of your Schedule, there is a Roster available. However, you can only add Participants to the Primary Roster. Once Participants have been registered to the primary roster, at each level below the Primary Roster, you [can move, copy and cascade](/programming/schedules/rosters/schedule-actions) Participants for various purposes, such as Attendance tracking, generating paper Rosters, and more. You can easily access any level's roster by viewing the details of that level. Navigate to the Roster tab to see all currently registered Participants or to add/delete Participants.

Viewing an Enrollment level roster

## Adding Participants Use the search filter to pull a list of Participants you would like to add to the primary roster. You can use the various search parameters to narrow down the results, like searching for all Participants with an particular membership.

Roster selection window

Select the Participant/s you are adding to the primary roster. ### Missing Memberships Within the Schedule and Programs Module, you have the flexibility to set specific membership requirements for Enrollments, Sessions, Programs, and Classes. This allows you to control the eligibility of Participants and ensure that they meet certain criteria before enrolling in a particular offering. If a membership is required to enroll and it is missing from the constituent, a prompt screen will open, allowing you to add a membership to the Participant.

Missing membership configuration

### Registering Sessions, Programs & Classes At every level, except for Enrollment, you can access quick filters to view rosters above that level, making management easier. By default, the roster will display all participants currently registered for that level. However, clicking on the filter will reveal options to view the enrollment rosters above it. This allows you to navigate and manage rosters more efficiently across different levels of the schedule.

Viewing a Session's roster and available roster

### Deleting Participant To delete a participant from the primary roster, follow these steps: 1. Navigate to the Roster in the schedule. 2. Locate and select the participant you want to delete from the roster. 3. Click the ellipsis (...) button located on the right side of the participant's entry. 4. From the options that appear, select "Remove from roster" to remove the participant from the roster. Confirm the deletion when prompted, and the participant will be removed.

Confirming participant deletion from roster

# Schedule Actions Directly from a schedule, you can accomplish various time-saving quick actions, most involving rosters. At each level of a schedule, you will find a variety of actions associated with rosters. These actions may appear or disappear based on the context of the level. To access the available actions for any level, simply click on the ellipsis (...) button, and a menu will appear showing the actions that can be performed for that specific level.

Viewing a session's actions

## Copying, Pasting & Cascading Rosters actions offer powerful tools to streamline the management of participants in your schedule. They allow you to efficiently copy, paste, and cascade rosters across various levels, eliminating the need for manual registration in each level. This functionality becomes particularly valuable when dealing with a large number of classes or programs, saving you time and effort in managing participant enrollments. ### Copy and Paste within a Roster: You can easily move participants between different levels within the same schedule by copying and pasting them within a roster. This efficient process eliminates the need to re-enroll participants in each level separately.

Copying a roster directly within the Session

### Copy, Paste, and Cascade from the Schedule: In the schedule view, you can use the "..." button beside each level to copy and paste rosters. Additionally, the "Cascade Roster" option allows you to apply the roster from one level to all the levels below it, saving time when multiple levels share the same participants.

Copy, Paste & Cascade options for a Program in the Schedule view

The cascade feature is especially useful when replicating participant enrollments across multiple hierarchical levels. For example, you can cascade the roster from a session down to all the programs within that session, ensuring consistency and ease of management. Likewise, you can cascade the roster from a program down to the all the classes within that program. By utilizing these copy, paste, and cascade functionalities, you can efficiently handle participant enrollments throughout your schedule, streamlining administrative tasks and maintaining data accuracy. This simplifies your processes and enables a seamless experience for your participants.
# Fee Management At each level, you have the option to set a default fee (or cost). However, fees must be manually applied to each participant at each level. This flexibility allows you to control when a participant will incur a fee. For instance, some Schedules may have a non-refundable fee that is charged regardless of attendance, while others may only apply a fee when a participant actually attends a class or program. This way, you can tailor the fee structure to best suit your organization's needs and policies. ## Adding Fees To set a default fee for a specific level in the Schedule, follow these steps: 1. Open the Schedule that you want to manage. 2. Select the level (Enrollment, Session, Program, or Class) to which you want to add the default fee. 3. Navigate to the "Settings" tab for that level. 4. Look for the option labeled "Cost" and enter the desired amount for the default fee. 5. After setting the default fee, click the "Save" button to apply the changes. By setting a default fee for a level, it means that any new participants added to that level's roster will automatically have this fee associated with them. However, the fee will not be applied automatically to existing participants; you will need to manually apply the fee to each participant individually from the roster, as explained in the previous responses.

Setting a fee for a Session

## Applying Fees As mentioned earlier, each level of the Schedule can have an associated fee, but fees will not be automatically applied to Participants on the Roster. Instead, every fee will be added as a line item on the Participant's Primary Invoice. To add a fee to a participant, open the Roster in which you want to apply the fee. Then, click on the more icon for the specific Participant and select "Apply Fee."

Applying fees options

A prompt will appear displaying the default fee from the current Schedule level. You can adjust this fee as needed and click "Apply Fee."

Entering a fee

Once the fee is applied, the Participant's name will be marked with a red label, indicating that they have a fee applied to them, along with the amount of the fee. It also indicates that the Participant has a balance due for this fee. # Core Essential Services & Topics Get to know how these two fields can give you better insight to your reports When working within Schedules, the Core Essential Service (CES) and Topic fields are tools to help categorize your schedule level by the services offered. With these fields you can use C360 BI to design a report that can group attendees or attendance hours by the CES or Topic. This is especially useful when you need to keep track of what ***type*** of programming you have offered or served.

Selecting a CES from a Program Template

### About These Fields When creating a [Program Template](/programming/schedules/adding-program-templates), which will be later used in a Schedule Program, CES and Topic are required. This means you must have at least one CES and Topic already configured. If you have a parent organization, your CES and Topics will have already been created for you. On all other Schedule levels, these fields are optional. Making these fields required at the Program level was by design to offer a standardized approach when reporting on attendance hours for programs offered or served. If you do not need that level of reporting for each program, simply create a general CES and Topic. ### Creating CES and Topics Prior to creating your Program Templates, head over to Configuration and navigate to the CES or Topic tabs. If your organization is a child to a parent organization, these settings are not available. # Register Participants How to register and enroll participants using your customizable registration form To register new participants, head over to the registration page and click Start New Registration.
### Registration Process Overview The registration process is streamlined to ensure thorough profiles are created. Upon navigating to the registration page, start a new registration by clicking on the "Start New Registration" button. The subsequent steps are outlined in your [customizable form](/registration/registration-form), which can be tailored to gather specific information relevant to the event or organization's requirements. This process will also follow any [settings you've defined](/registration/registration-settings) such as enrollment availability or staff notifications. ### Unfinished Registrations You can review and complete any unfinished registrations for parents. This table shows you parents who have started a registration form, but have no yet finished. These unfinished registrations can be started by the parent, or by staff on behalf of the parent. You can see who created a form by this using the `CREATED BY` column in the table. For those created by parents, as a staff member, you'll want to be careful not to modify the parents registration form too much, as it could create confusion if the parent were to log in and not know how their information was changed. You can also navigate to an unfinished registration from a parents sidebar, in the participants section. This also allows for adding new participants to an existing parent.
# Online Registration Streamline participant enrollment with our user-friendly online registration portal, designed for every parent The parent portal functions as a platform where both new and existing parents can seamlessly add or update information about themselves and their participants. For new parents, the parent portal guides them through your [customizable registration form](/registration/registration-form), with the collected data seamlessly integrated into your database. For those who have previously registered, logging in to the portal allows them to perform various actions such as updating information, enrolling in programs, and making payments towards their balances.

Parents View

Get a feel for the new parent portal from a parents perspective/pages/JmS0q1QgUbEKpCP5PwAO/files/80IWZpCDnX6pNeqtm4ms

Portal Settings

Customize your organizations parent portal/pages/7eN948OYvqlwMju1Gjry/files/or8xDio5ss78Ued3NSYa

Registration Form

Build a unique registration form that asks the questions you need/pages/98Ee0Bzh35BCGECwt5wL/files/tVbZjG6oVGVOQvzbyRjb
# Parent Portal User-friendly and accessible online portal for parents to register participants The parent portal was thoughtfully designed to be simple to use, secure and accessible. A parent can simply login or create a new account to register one or more participants, purchase memberships, enroll participants, make payments and much more. It supports many languages and was designed to include [customizable content](/registration/registration-settings), which is translated in realm time! :see\_no\_evil: ## Sharing The Unique Portal URL In the [registration settings](/registration/registration-settings), there is a url that you can click to visit, or copy to share. It is unique to your organization. {% hint style="warning" %} It's important to include the 'org' parameter when sharing this URL. Upon first visit, this URL parameter will be removed.\ \ parents.c360.org/`?org=gipnw.org` {% endhint %} ## Take It For A Spin To get started, you can simply head over to your unique portal URL and attempt to login with your personal cell phone number. If your phone number is not found, it will simply tell you that you need to create an account. {% hint style="info" %} If you have an existing account from the previous parent portal version and are having troubles logging in, please reach out to and let us know. The sms one-time-pin code system has been updated to be more secure and provide better deliverability rates. {% endhint %} If your number was not found, go ahead and create an account with your information. {% hint style="info" %} Testing is great! But remember we are in a live database. So be sure to clean up your testing records when you're done! {% endhint %} Once you're logged in, you'll be taken through the [customizable registration form](/registration/registration-form). While you're walking through this, it may be helpful to start designing your registration form - as you'll be able to see your changes in real time as you walk through registration. Now that you're logged in with your alternate[ User Account](/getting-started/logging-in/user-accounts) (just for parents) the app determines where you left off last. If you already have a complete constituent profile, you'll be brought to the [dashboard](/registration/online-registration/parent-portal/dashboard). In any other case, you'll be brought to the last visited page in the [registration form](/registration/online-registration/parent-portal/registration). # Registration The registration process for new parents The registration flow was thoughtfully designed to be smaller forms which are easier to digest and allow a parent to return to their previous spot when they need to step away. The registration form is currently broken out into several sections, which correspond to the sections in the [registration form builder](/registration/registration-form), including some extras mentioned below. Once a parent registers, they will be brought through the following sections * Parent Contact Info * Parent Demographics * Participant Info * Participant Contact Info * Participant Demographics * Participant Medical * Participant Academics * Participant Emergency Contacts Once a parent finishes the emergency contacts section, they have the choice to continue forward, or add another participant. If they choose to continue, the registration form will be [processed and any data associated](https://docs.c360.org/~/changes/7o9yDoBAjbnW1sZudjm5/registration/online-registration/registration-form#data) with your custom fields will be saved. If one choses to add another participant, they will be brought back to the beginning to repeat the form sections again. Once they continue, they will be brought to the membership or enrollment sections - based on your [portal settings](/registration/registration-settings). ## Membership [Memberships](/memberships/understanding-memberships) are a new component to online registration via the parent portal. Since memberships are a required component to OnTrack, we thought it would be best for the parent to see what other fees may be associated with registration - up front. However, any given organization can operate differently, including not ever utilizing a membership. In that case, we've designed the [portal settings](/registration/registration-settings) to be able to skip the membership selection page, by selecting a default membership level and checking the `Skip Membership Page` checkbox. This will assign a membership level to every participant in the registration who does **not** already have a valid membership for the default level selected. Membership levels shown online are controlled by the [membership level in site setup](/memberships/understanding-memberships#creating-a-membership-level). There is a `Displayed Online` property. There is also a `Display Order` property which controls the order in which they are displayed.

Selecting a membership level in registration

## Enrollment In an ever evolving and changing enrollment structure, with various restrictions, availability and fees, the registration enrollment section has some uniqueness that warranted a detailed explanation. Be sure to look over your [enrollment settings](/registration/registration-settings) to see if this applies to your organization. If you're an outreach based organization, you can configure this section to be skipped.
### **Wait Lists** When a max attendee count has been reached, and a staff user has enabled wait listing (enabled by default) the parent will see a separate line for enrollment into the wait list. They can continue as normal, which will apply any fees, and the staff can make a discretionary decision on what to do next. e.g. enroll, change classes, refund. Participants set to be wait listed will show the status of 'Waitlisted' on your Schedule Rosters.

When an online enrollment is full, and wait list is available

### Program **Fees** The fee shown to the user will be the total combined fee for every level in the tree from the leaf (shown online) to the root (parent level). For example, a Program level set to show online, has a Session and Enrollment parent level with the following fees. * Enrollment: $10 * Session: $10 * Program: $10 The total fee displayed would be $30. For each level that has a fee greater than $0.00, a line item will be placed on the open invoice for the **participant**. It will be linked to the level, with the name of the level as the line item description. In the example above, three line items will be added to the invoice for each participant enrolled. Best practice is to use fees sparingly. If you need to charge for certain levels, consider changing the level available online, or baking fees into the membership. ### **Dates** Only the displayed online level’s start and end dates will be shown online. It will not show any parent date ranges, even if they fall out of range. By default, if the current date is past the end date of the level, the level will excluded from being shown for enrollment. Best practice would be to have a wider date range at the top of the tree, getting narrower as you go into the tree. ### **Ages** The displayed age range will be the highest min and the lowest max for the given tree level and it’s parents. Or in other words, it will show the most narrow age range. For example, it would be a mis-configuration to have a tree with the following. * Session: Min Age 15, Max Age 20 * Program: Min Age 10, Max Age 16 In this example, a participant of **15** or **16** can only enroll at the Program level. It would be best practice to use a wider age range at the top of the tree, and narrow it down as you go further into the tree. For example. * Session: Min Age 10, Max Age 20 * Program: Min Age 15, Max Age -1 This will allow ay **15 - 20** year old to enroll at the Program level. A value of -1, 0 or empty, will be ignored. ### **Min / Max Attendees** The max attendee count is just like ages. It will show and use the lowest max attendee value for that given level of the tree or it’s parents. Only the max attendee count is used for restrictions. The min value is not shown online. It can be used internally. It would be a mis-configuration to have a parent level allow less attendees than a child level. If a parent level max attendee count is used, the **remaining spots will be calculated from that level’s roster**. It will also use the **wait list allowed** option at that level. If the require enrollment option is selected, and a parent has one or more participants to enroll over the max amount allowed, they can select which ones will be enrolled and which ones can be ‘enrolled later’. Staff can then make a discretionary decision. # Dashboard Parent portal dashboard Once a parent finishes registration, or logs into an account with a complete constituent profile (by previously completing a registration form) they will be brought to the parent portal dashboard.

Parent portal dashboard

### Participants A parent can manage all of their participants personal information by clicking on the participant card shown at the very top of the home page.

Managing a participants emergency contact list

### Parents A parent can also manage all of their own information, including updating their account phone number.

Editing your personal information

When a parent updates the number they use to login with, it will send them a new one-time-code. Upon submitting, a parent will need to log back in after.

Updating account information

### Emergency / Household Contacts Each participant can have one or more emergency contacts, which can be controlled by you from the [parent portal settings](/registration/registration-settings). To manage which contact has permissions for which participant, head over to the participant's detail form. This is also where you can add more contacts. However to edit the contact directly, simply click on any of the emergency contacts listed on the dashboard.
### Checkout When a parent has a line item on their open invoice for a participant in which they are [responsible for](https://docs.c360.org/~/changes/7o9yDoBAjbnW1sZudjm5/constituents/constituent-details/taking-payments#relationships), it will show on the dashboard, showing which participant it is for. If there are any payments made towards that line item, or has any discounts, those will be shown here as well. When they are ready to make a payment, they will be brought the the checkout page.

Checkout

{% hint style="info" %} A billing profile is required, for some, they may have missing information. The parent will be required to complete a billing profile prior to completing their payment {% endhint %} Here they will be able to: * Select or create a billing profile which will be saved on their constituent record as a secondary profile * Select which items they want to pay for today * Apply a custom amount they would like to pay today * And provide credit card information to process the payment
Upon making a successful payment, a receipt email will be sent from Stripe to the parent. You can customize this receipt from your [Stripe branding settings](https://dashboard.stripe.com/settings/branding). Here is an example using a custom logo and color scheme. A parent will also be shown a final receipt on the page upon successful payment.

Email Receipt

On page receipt confirmation

# Making Programs Available Online To enable online registration for any level within a schedule, follow these steps: 1. Navigate to the Programs Module and open the schedule you want to make available for online registration. 2. Click the ellipsis (...) button on the right for the level you want to make available. Choose "Online Registration" from the options to toggle online availability on or off. 3. Enabling online availability will open the settings for that level. Here, you can customize the external title, manage the display order, upload an image, and provide a description and additional details. 4. Once you've configured these settings, click "Save."

Navigating to the 'Online' toggle

Online display options

It's important to note that when a parent enrolls a participant at any level, that participant is only enrolled in the roster of that specific level. To include them in subsequent levels below, such as enrolling in classes within a program, you'll need to [manually add, copy, or cascade](/programming/schedules/rosters/schedule-actions) them to those lower levels. For example, if you make a Program level enrollment available online but not the classes beneath it, the participant will be on the roster for the Program level only. To include them in the classes, you'll need to add them manually. In general, it's recommended to use online registration for program, session, and enrollment levels - not classes. Classes are typically added manually, especially for one-time classes or smaller sets of classes. For instance, if you group your locations, schools, or centers at the Session level, making those sessions available online can simplify enrollment for parents. Similarly, if you group participants by age at the Program level, making those program levels available online can streamline enrollment for parents based on age groups. ## Toggling Online When a a level of the schedule is set to be displayed online for Parents to register, you'll be able to easily distinguish it by the yellow tiles that appear next to the level's name.

Online programs are noted by yellow tiles

You can also easily view *online schedules only* by navigating to the second tab 'Online Schedules.' At first to preserve load-speed, no schedules will populate. Select 'Load Online Schedules' from the top right corner to load all of the levels which have been made online.

Viewing online-only schedules

# Making Memberships Available Online Control which membership levels are selectable from the parent portal ## Membership Settings Memberships are a new component to the online registration via the Parent Portal. Since memberships are a required component to OnTrack, we thought it would be best for the parent to see what other fees may be associated with enrollment - up front. However, any given affiliate can operate differently, including not ever utilizing a membership. In that case, we've designed the parent portal settings for an affiliate to skip the membership selection page, by selecting a default level and checking the `skip` checkbox. This will assign a membership level to every participant who does **not** already have a valid membership for the default level selected. Note if this membership selection is skipped, and the default level set has a fee, the parent will see a line item in their balance due for something they may not known about up-front. If this is intentional, for example you then comp this fee with funds from a scholarship fund allocation, it might be better to show the selection and explain using the membership custom content field. ### Fees Any membership level with a fee will be shown and applied to the parents open invoice for every participant. **Parents are not required to pay this up-front to continue.** ### Displaying Available Membership Levels Membership levels shown online are controlled by the Membership Level in Site Setup. There is a `Displayed Online` property to control if this membership should be displayed. There is also a `Display Order` which allows you to control what order it should be displayed online. # Registration Settings Configure the way your parent portal needs to work to meet your organizations needs To configure your parent portal and registration experience, navigate to the new parents menu item. {% hint style="warning" %} You must have Site Setup privileges to edit your registration settings {% endhint %} ## Home The Home Page Content is where you can enter any instructions, important organization information, or anything that needs to be communicated. This populates on the landing page of your online registration, before a Parent enters their phone number for registration or log-in. Anything added here should be acceptable to be front-facing to the public.

Home Page settings

## Notifications There are four different notifications that can be configured. Read more on how to [set these up here](/registration/registration-settings/notifications).

Notification settings

## Dashboard Dashboard Content is where you can personalize the landing page of the Parent Portal.

Dashboard settings

#### Welcome Message Any instructions, important organization information, or anything that needs to be communicated can be entered her. #### Alert Message Need a message to stand out? Enable the alert message and craft any instructions, important organization information, or anything that needs to be clearly communicated here. ## Membership Under *Membership* settings, you can configure relevant membership sign-up. Lean more about [how memberships work](https://docs.c360.org/registration/online-registration/parent-portal/registration#membership) during registration.

Membership settings

#### Skip membership page? Purchasing memberships is not required. If it is not apart of your organization's flow, you can disable it here. #### Default membership level Select one of your memberships to be the default membership here. Only levels with the *type* of 'General' and are set to be shown online are selectable.

Selecting a default membership level

If membership is skipped, this level will be automatically applied to every participant registered through the parent portal. If membership is enabled, the level selected here will be shown as the default. #### Helpful content to show on the membership selection page Any instructions, important organization information, or anything that needs to be communicated can be entered her. ## Enrollment Under *Enrollment* settings, you can manage various settings related to your [organization's schedule](/programming/schedules) - like whether or not program enrollment is even available for Parents to access. It is important to have a thorough [understanding of enrollment](https://docs.c360.org/registration/online-registration/parent-portal/registration#enrollment) to ensure a seamless experience for Parents. Note that programming **must be made available online** for online enrollment to take place.

Enrollment settings

#### Is enrollment required? Select or unselect this option to require Parents to enroll their Participants in programming after they've completed the registration form. #### Default Enrollment Select a default enrollment level for Parents.

Selecting a default enrollment level

#### Skip enrollment page? If enrollment is irrelevant to your programming (most common for center-based organizations), you can skip it entirely. Note that enrollment will only be skipped when a default is set. #### Show historic online enrollments? If an online program has already passed, it will automatically be hidden from online registration. If you'd like to display and allow for enrollment of historical programs, you can enable it here. #### Content to show on the enrollment selection page Any instructions, important organization information, or anything that needs to be communicated can be entered her. ## General Settings #### Minimum Emergency Contact Count Control how many emergency contacts are required for Parents to enter when registering or updating their information. #### Include Stripe Processing Fees If you would like to pass the Stripe processing fee onto the person paying, check this box and the standard 2.9% + 30¢ fee will be added to the total amount to be paid. # Notifications Learn how to configure email templates to create customized parent portal notifications There are four notifications configured to be sent when specific events happen within the parent portal. You can configure each one to use a default or customized template. * Parent: Registration Welcome * Parent: Registration Complete * Staff: Parent Registration Complete * Staff: Participant Enrollment Parent notifications are sent to the email on file for the parent. Staff notifications can be sent to one or more email addresses, separated by a semicolon. e.g. `email1@gmail.com; email2@gmail.com`. If you're new to email templates, check out the [docs on creating and managing templates](/locations-files-and-email-templates/email-templates-and-messages/email-templates). ### Using Default Templates To help you get started, we created four email templates that you can use out of the box. You can find these four templates in the `SystemEmails/ParentPortalNotifications` folder for reference. While these work great out of the box, you should consider changing the default From Address as well as the Reply-to Address on these templates.
For convenience, these templates are named the same as the field name, in the Parent Portal settings. These are not set by default, so you'll need to select them.
### Custom Templates & Merge Fields If you would like to customize the template used for any notification, the following merge fields are available for use. Please note not every template has access to the same data.
Merge FieldDefault ValueExample
parentFirstNameParentSally
parentLastNameSmith
parentFullNameparentFirstName + parentLastNameSally Smith
parentPhoneNumber1 555-555-5555
participantsListSusan Smith (#short-id)
newEnrollmentList- Susan Smith (#short-id)
-- Summer 23' Enrollment (waitlisted)
If you're new to merge fields, [take a look at the docs](/locations-files-and-email-templates/email-templates-and-messages/email-templates#merge-field-format) and the default templates. #### Example ``` Hey team, The following participants have just been enrolled via the parent portal! Parent: ${parentFullName!''} Enrollments: ${newEnrollmentList!''} ${o_orgName!''} ``` Result ``` Hey team, The following participants have just been enrolled via the parent portal! Parent: Sally Smith Enrollments: - Emelia Smith (#1018514577) -- After School Gymnastics (waitlisted) - Raffael Smith (#1397000694) -- 2023 Summer Enrollment My Organization ``` #### Available Fields As mentioned, not every merge field is available in every notification. Here are the fields you can use in each template. {% hint style="info" %} All other standard fields, e.g. `${o_orgName!''}` are always available by default {% endhint %} * Parent: Registration Welcome * `parentFirstName` * `parentLastName` * `parentFullName` * `parentPhoneNumber` * Parent: Registration Complete * `parentFirstName` * `parentLastName` * `parentFullName` * `parentPhoneNumber` * Staff: Parent Registration Complete * `parentFirstName` * `parentLastName` * `parentFullName` * `parentPhoneNumber` * `participantsList` * Staff: Participant Enrollment * `parentFirstName` * `parentLastName` * `parentFullName` * `parentPhoneNumber` * `newEnrollmentList` # Registration Form Tailor your online registration form to fit your needs with the new Form Builder The new Form Builder lets you customize the predefined registration fields, along with adding your own custom questions!

Adding a new question

Custom question displayed on the parent portal registration form

## Getting Started {% hint style="warning" %} You must have Site Setup privileges to edit your registration form {% endhint %} Head over to the Registration Form page. If this is your first time, a default set of options will be inserted for each section of the registration form. Each section is shown on it's own page in the [Parent Portal](/registration/online-registration/parent-portal). For each of these predefined field sections, some questions can be disabled. Other required questions are denoted with an asterisk (\*). ### Sections The form is split into several sections, each representing a separate page in the registration flow. Each section can have it's own custom questions, which allows for better clarity when asking related questions. The existing form sections are: * Parent Contact Info * Parent Demographics * Participant Info * Participant Contact Info * Participant Demographics * Participant Medical * Participant Academics {% hint style="warning" %} There is a section prior to the Parent Contact Info that collects the parents primary phone and email address on account registration. You do not need to add these fields to the Parent Contact Info. {% endhint %} ### Custom Questions Each question is tied to a field. **Basic Fields** are grouped by: * Text * Numeric * Choice * Date & Time Each field has a set of standard options that can control how your question is asked. You can control the label, placeholder and description of every field. **Label:** A short text to indicate the answer or question being asked. This will also be the column name when reviewing form results. **Placeholder:** This is the grayed out value that is displayed in the field when the user has not typed a value. Useful for showing what types of values you are expecting. Note: placeholder is not not available for all choice fields. **Description:** Use this field to ask your question in detail or provide more context about the question, in a way that could help get the best answer. Along with those options, each field can be marked as **required**, which will require a response from the user to continue. #### Modifying Questions To add a new question, simply click on the :heavy\_plus\_sign:button within the section you want to add a new field to. When clicking the button, you can select which field you want to add. After selecting, the field editor will show.

Click + to select a new field

#### Field Editor Once a field is clicked or you add a new one, the field editor will show allowing you to customize the settings for that field.

Field editor for a multiple choice dropdown

Each field has a common set of sections. As well as the standard fields mentioned before (label, placeholder, description, required), each field may have a section to control which options are available to select - like the multiple choice dropdown shown above. Read more about the various [types of fields](#types-of-fields). #### Moving and Deleting Fields Within a field editor, there are icons to move the question up or down, and another to delete. If an icon is grayed out, it is unable to move up or down. Locked questions, such as predefined fields are not movable or deletable.
## Types of Fields ### Predefined Fields This is a unique field which controls a group of fields already created in the form. Each section has a set of predefined fields in which you can control to display on the registration form. Click on a predefined field section to open the editor on the right. Simply uncheck the fields you do not want to be shown, and click Save at the top. Fields marked with an asterisk are required for functionality or by your parent organization.
### Text Fields Text fields are fairly standard. The value the user types into the field will be the value saved. Text fields are best suited for short, free-form tags, or a note. ### Numeric Fields Numeric fields are also pretty simple. They force the user to only type numbers, and optionally showing step buttons to allow the user to make small adjustments quickly. Numeric fields also have min and max number validation. ### Choice Fields There are several types of choice fields. They fall into two categories, single or multi select. A single select field (Dropdown, Select One) only allows the user to select one of many values, while a multi allows for one or more. Single Checkbox is an exception as it only has one value. This field is best used for agreements, waivers, etc. #### **Adding Items to Choice Fields** Each choice field needs a list of choices for the user to select. When working with choices, use the **ADD ITEM** button to add a choice option to the field. By checking the checkbox of that option, it will be set as the default value when a user visits the form.

Adding choices and setting the default value

### Date & Time Fields Date and time fields are simple just like text fields. #### Single Date Field This is text date field that allows a user to type in a date such as 11/3/2000. It will format as they type. This field is useful for dates such as birthdays, where the date is easier to type than it is to use a date selector. #### Date Selector A date selector field will open a dialog to allow the user to navigate a calendar and select a date. #### Time Selector Just like the date selector, this field shows a list of formatted times for the user to select. #### Date & Time Selector This is a combination of the two fields. ## Data A form is tied to a [constituent](/constituents/understanding-constituents). In our registration form, multiple constituents (parent, participant) can be created. Each form has a raw table of results. Where the power of the From Builder comes in, is allowing you to set custom fields and notes on the constituent in question. For example, given our question from before with the t-shirt color, we can configure this question to be saved as a [Tag](/constituents/constituent-details/tag-management) on the participant. We create a new Tag called Summer t-shirt color, set some [predefined choices](https://docs.c360.org/~/changes/h6GD8U8veJHJU9JthTaa/constituents/constituent-details/tag-management#structured-values) such as standard t-shirt colors (red, blue, yellow), and selected that tag in our field data section.
When you select a tag that has predefined choices, and the choices in your field do not match, OnTrack will warn you of potential inconsistencies in your data. This keeps your data clean and structured for when you go to report on it!
### How data storage works Every predefined field is stored directly on the constituent, e.g. first name. **All other custom fields, should have a data selection to be able to view and report on this data later.** There are currently two types of data "destinations" that can be selected. Tags and Notes. Each form section is related to a specific constituent (parent, participant). Depending on which section your field is in, will determine which constituent the data will be saved to. Each field has a unique identifier, preventing a duplicate value for the form submission to be created on the constituent. Fields are not processed until the registration form is complete. Once a form is processed, the fields with a data storage selected will be handled, and the form will be complete. This process gives us the ability to allow the user to pick back up where the left off, and to only process the result when the form is complete. #### Saving to Notes Notes are easy as they can accept any amount of length of text. You can set which category and priority the new note should have. The value of the response from the user will be the value that is saved on the note when it's created. Saving to notes is best suited for longer text answers, such as the Multi Line field.

Saving to a note

#### Saving to Tags Tags are in inherently more complex as they have features on them that can effect how a tag is stored. **Allowing Multiple** If a Tag is set to [allow multiple values](https://docs.c360.org/~/changes/h6GD8U8veJHJU9JthTaa/constituents/constituent-details/tag-management#tag-fields), a form field set to use that tag will create a new one. It will only create a unique tag for that form, given the unique field ID. If a tag does not allow multiple values, **the existing tag value will be overridden**. **Multiple Values** When a field that allows for multiple choice is used, a list of values separated by a comma will be saved as one Tag. This is important when your tag has predefined choices and you go to run a report, you'll need to split the value by a comma. For example "Pencil, Paper, Pen". # Taking Attendance OnTrack offers a variety of features and functions to accommodate different organizations' attendance-taking processes and procedures. Attendance in OnTrack serves as a time log against a constituent's record, capturing their presence and activities. There are two general types of attendance you can track, each with specific features and functions to accommodate your organization's needs: 1. Center-based Attendance: With center-based attendance, you can record the attendance of participants at a specific center or location. This type of attendance allows you to select multiple participants and record their attendance in bulk. You have the flexibility to log attendance in real-time or enter it retrospectively, depending on what suits your organization's workflow. Center-based attendance primarily tracks the hours spent by participants at the location. 2. Program Attendance: Program attendance enables you to track attendance for specific program classes. Similar to center-based attendance, program attendance can be recorded in real-time or entered at a later time. It can also work in conjunction with center-based attendance if your programs are properly set up, but does not require a location. Program attendance provides a more detailed view by tracking hours assigned to specific programs, allowing you to monitor participation in individual program activities. Both center-based and program attendance options offer the flexibility to adapt to your organization's processes. # Center Attendance Center attendance is the most commonly used method for tracking attendance. There are multiple approaches available to record center attendance, with a range of features and functionalities. While it is possible to retroactively add and modify center attendance records, the primary purpose of center attendance tracking is to capture real-time data. It allows you to have immediate access to up-to-date attendance information as participants check in and out of your center. It's important to note that only constituents with the persona of "Participant" will have the check-in button available. # Individual Attendance You can check in every single one of your participants individually in OnTrack. While significantly slower than batch options, it allows for you staff to see important details about your participant. If this is your first time checking in a participant, you will be given the option to select one at that time. This ensures that the attendance records are associated with the correct center or location within the OnTrack system. Once selected, it will hold until you manually change it. ## Checking In To check in a participant in your OnTrack database, follow these steps: 1. Start by searching for the participant in the Constituents Module using the search function. 2. Once you have located the participant you want to check in, select their name or profile to open the sidebar. This sidebar typically contains detailed information about the participant. 3. Click on the green check-in button to initiate the check-in process for the participant. 4. Confirm attendance details and select the green Check In button.

Checking in an individual participant

5. A quick window will open, asking you to select the center location. Search and select the proper center.

Selecting a center.

## Details In the individual check-in window, you'll have access to additional information and options related to the participant's attendance. ### Authorized For Pickup The window will display a list of parents or contacts who are authorized to pick up the participant. This information helps ensure that only authorized individuals can collect the participant from the program or event. ### Fee Application You have the option to apply a fee during the check-in process. If there is a charge associated with the participant's attendance, you can select this option to automatically add the fee to their account or invoice. ### Program Hours Depending on your tracking needs, you can enable program hours for the participant. This feature allows you to record the specific number of hours the participant spends in each program or activity. This will only work if the participant is already registered for a class int he Programs Module. When they are registered and you enable the program hours, an attendance record will be automatically recorded for the duration of the class's start and end time. This means that if a class is scheduled for two hours, the participant will have an attendance record reflecting their presence for the entire duration of the class. ### Expired Memberships If the participant's membership is expired, this will be noted in the check-in window. You have a couple of options in this scenario. You can exit the check-in process and update the membership status, ensuring that the participant's membership is valid. Alternatively, you can choose to bypass the membership expiration and proceed with recording the participant's hours anyway. This flexibility allows you to handle membership-related issues without hindering attendance tracking. ## Checked In Participants Once the participant is successfully checked in, you will notice a green "Checked In" status displayed in the sidebar. At this point, the check-in button will transform into a check-out button, indicating that the participant is currently checked in and can be checked out when they leave the center or program.

A checked-in participant

## Checking Out \ To view all participants who are currently checked in at a specific center, follow these steps: 1. Access the search form in the Constituents Module. 2. Use the "Checked In At" filter to select the desired center from the dropdown list. 3. The table will display all participants who are currently checked in at the selected center. Locate the appropriate participant from the list and click on their profile to open the sidebar. 4. In the sidebar, you will find a black "Check Out" button. Click on this button to check out the participant from the center. The check out window will again display authorized contacts to ensure whoever is picking up the participant is allowed to.

Checking out an individual participant

# Back Entering Attendance To add retroactive center-based attendance for an individual participant, follow these steps: 1. Access the Constituents Module and search for the participant you want to add attendance for. 2. Once you have selected the participant, click on the "..." button from their profile. This will open a menu of options. From the options, select the first option: "Record Center Attendance." This will open the attendance recording form.

Recording retroactive attendance for an individual participant

3. In the attendance recording form, set the Center from the top dropdown menu. This is the center where the participant's attendance will be recorded. Configure the date, start time, and end time for the attendance session. You can use the date picker and time input fields to set the desired values. If there is a fee associated with the attendance, select the "Fee?" checkbox and apply the fee amount. 4. Once you have configured all the attendance details, click the "Record Attendance" button to record the retroactive attendance for the participant.

Entering attendance hours

If you need to add attendance for additional days, click the "Add Row" button to add another row to the form. Set the date, start time, and end time for each additional day. # Bulk Attendance You can use batch check-in to quickly record attendance for a larger group of participants in one fell swoop, saving signifanct time. ## Checking In To add front door or center-based attendance in bulk, you can utilize the Constituents Module. Start by searching for the constituents you want to take attendance for. You can search for active participants or those associated with a specific center, for example. You can further narrow down the search results using filters to select multiple constituents at once. After selecting the desired constituents, you will find the "Record Front Door Attendance" option in the batch action sidebar. Click on this option to initiate the bulk attendance recording process.

Recording attendance for multiple participants

### Check-In Options When recording bulk center attendance, you have the option to configure certain settings. Please note that program attendance will only be applicable for programs scheduled on the selected date. It's important to remember that there is only one date for this attendance record.

Batch attendance options

To configure the settings, follow these steps: 1. Set the location or center for which you are recording the attendance. 2. Specify the date and time duration for the attendance record. 3. Click on the "Apply" button to save the settings. After applying the settings, the selected participants will have the following updates: * A center attendance record will be created for the specified date and duration. * If configured, an optional fee will be applied to their invoice. * If selected, program class hours and/or fees will be applied for the given date, based on their program enrollment. More on that in [program attendance](/attendance/taking-attendance/program-attendance). These settings allow you to efficiently manage attendance and associated fees for multiple participants in a centralized manner. ## Checking Out To check out participants in bulk, you can follow these steps: 1. Run a search to retrieve a list of all checked-in participants. You can specify search criteria to narrow down the results if needed. 2. Select the constituents that you want to check out by using checkboxes or any other selection method available. 3. Once you have selected the participants, look for the batch operations or actions section and choose the "Check-out" option. 4. Confirm check-out. The system will initiate the check-out process for the selected participants, marking them as checked out and recording the check-out time. By using the batch check-out feature, you can efficiently manage the check-out process for multiple participants at once, saving time and streamlining your workflow.

Batch check-out screen

# Program Attendance If your organization tracks program-specific attendance, you can utilize the Programs Module to manage and track. To get started, you'll need to set up a schedule and register participants within the program hierarchy. You can find more detailed information on how to do this here. Once your program setup is complete, you can use program attendance in conjunction with center attendance if applicable. If your organization doesn't utilize centers and operates solely through outreach activities, you can simply record program attendance without center attendance. For real-time attendance tracking, you can utilize the Instructor Portal if a computer is not available to you. Similar to center attendance, you have the flexibility to take program attendance in real-time or at a later time, such as at the end of the week. It's important to note that attendance can only be recorded at the Class level within a program schedule. You can also track whether or not attendance is in person or virtual via program attendance. # Taking Attendance Navigate to the program schedule and locate the specific class for which you want to take attendance. To access the class details, click on the ellipsis (...) button located to the right of the class entry, and then select "View" from the available options.

Navigating to a class

Within the class details, navigate to the third tab named "Attendance." In this tab, you will see a list of participants who were registered for that class. On the left-hand side, you'll find a set of options to configure the attendance data. These options include setting the start and end times for the class and selecting the attendance type.

Marking attendance for a class

Once you have set the desired options, you can mark attendance by clicking the "Attended" button to the left of the participants name. If they are checked in, a blue check will appear. If they are not, but eligible to be, it will be a greyed plus sign. # Instructor Portal This document is intended for Staff members' use only and should not be shared otherwise. It contains references to features that are not accessible to Instructors due to permission restrictions. The Instructor Portal provides staff members with the ability to manage classes for instructors. ## Portal URL \ The URL for instructors to access the Instructor Portal is unique to each organization and includes the Org Domain. Replace `` with the specific Org Domain of your organization in the following URL format: [**https://instructor.compass-360.org/login?realm=**](https://instructor.compass-360.org/login?realm=demo.com)**\** For example, if your organization's Org Domain is "help.compass-360.org", the URL would be: [https://instructor.compass-360.org/login?realm=](https://instructor.compass-360.org/login?realm=demo.com)help.compass-360.org Please make sure to replace `` with the correct Org Domain for your organization when sharing the URL with instructors. # Logging In & Taking Attendance To access the Instructor Portal, first, ensure that you have created and assigned an Instructor to a Class in the Schedule. Make sure the assigned Instructor has a SMS mobile number. To access the Instructor Portal, first, ensure that you have created and assigned an Instructor to a Class in the Schedule. To assign an Instructor, constituent's must already have [the Instructor persona](https://docs.c360.org/constituents/understanding-constituents#personas). Make sure the assigned Instructor has [a mobile number with the SMS option](https://docs.c360.org/constituents/constituent-details/sms-phone-numbers) checked. Please note that if there is no SMS number assigned to the Instructor, you will encounter an authentication error while attempting to log in. This is because SMS numbers are unique across the entire database, and OnTrack uses this number to lookup the unique Constituent assigned to the entered phone number.

Instructor Portal landing page

There are two new features of the Instructor Portal: Google translate (top left) and light mode (bottom right).

Language selection

Light, dark and auto options

To begin, navigate to the Instructor Portal and enter the phone number assigned to the Instructor. The portal will send a 4-digit pin to that number, which you will need to enter for login.

Logging in to the Instructor Portal

Once logged in, you'll land on the Instructor Dashboard. A general welcome message can be configured, as well as an alert message to capture Instructor's attentions in case of urgent messages. Any classes for the day will populate on the dashboard for quick and easy attendance taking. Instructors will also be able to view Upcoming classes and Previous classes.

The Instructor Dashboard

Instructors can search classes by name or date. Classes older than 30 days cannot be accessed via Previous classes and Instructors will need to contact Affiliate staff. Selecting a class will land you in the Details dashboard.

Viewing class details

Selecting 'Participants' will take Instructors to attendance. They can search Participants by name in the event the class has a long list of Participants. Once complete, Instructors can mark that attendance was taken via the Attendance Recorded check box. While Instructors won't have the ability to move waitlisted participants to registered, in the event that a on-site acceptance of a participants occurs, they can mark a waitlisted participant as present.

Taking attendance for a class

Once attendance has been taken, the class will updated with a green card and the data will be updated back in OnTrack for back-end staff.

Taken attendance

# Configuring Custom Messages There are two areas of the Instructor Portal you can customize messages: the login page and the dashboard landing page. Additionally, you can also configure a special alert message. Instructor Portal configuration can be found in the newly added Instructor Portal Module from the left navigate bar:

The NEW Instructor Portal

The first option configures the content on the login page of the Instrcutor Portal.

Login page customization

The second two, found under Dashboard, configure a message on the dashboard once an Instructor logs in to the Portal and an optional alert message that is colored orange to capture their attention.

Configuring the Instructor Portal welcome message

Scroll to find and configure the Alert Message

# Modifying & Deleting Attendance Once attendance is taken - whether it is center or program attendance - it can be managed. To manage attendance records in the Programs Module, follow these steps: 1. Navigate to the Programs Module and go to the fourth tab, Attendance. 2. To find specific attendance records, use the search options available. You can search by constituent, location, or date range. 3. When you select a row from the attendance records, a sidebar will open on the right-hand side. 4. In the sidebar, you have the option to Remove or Modify the selected attendance record.

The Attendance management screen

Note: There is a check in place to prevent the download of more than 1000 records at once. If this limit is reached, refine your search options to narrow down the results.

Viewing an attendance record

## Modifying If you choose to modify an attendance record, follow these steps: 1. After selecting the attendance record you want to modify, click on the "Modify" option on the bottom of the right sidebar. 2. The Attendance Editor will open, allowing you to make changes to the attendance details. Make the necessary modifications to the attendance record, such as updating the participant, date, or location. 3. Once you have finished making the modifications, click on the "Save" button to save the changes. Remember to review the changes carefully before saving to ensure the accuracy of the attendance record.

Modifying an attendance record

## Deleting To delete attendance records in bulk or individually, follow these steps: To delete a single attendance record: 1. Select the attendance record you want to remove. 2. From the sidebar, click on the "Remove" option. 3. A confirmation window will appear asking you to confirm the deletion. 4. Click on "Yes" to confirm and delete the attendance record.

Deleting a single attendance record

To delete multiple attendance records: 1. Select multiple attendance records by checking the checkboxes next to each record. 2. On the right side of the screen, an option will appear to remove the selected records. 3. Click on the option to remove the selected attendance records. 4. A confirmation window will appear asking you to confirm the deletion. 5. Click on "Yes" to confirm and delete the selected attendance records.

Deleting multiple attendance records

Note: When deleting attendance records, be cautious as this action cannot be undone. Make sure to double-check the records you are deleting to avoid accidental removal of important data. # Check-In Cards A check-in or scan-in card is a convenient method for participants to check in at the front door using either a handheld USB barcode reader or webcam. The card contains a barcode that can be scanned to quickly register the participant's attendance. This eliminates the need for manual check-ins and ensures an efficient and streamlined check-in process for participants entering the venue. ## Setting Centers For quick scan-in attendance, you will first want to set your center. Once you select the center, it will be saved to your specific user account. This means that whenever you access the system, your chosen center will be pre-selected for attendance and other related activities. To set the center you are working at in OnTrack, follow these steps: 1. Click on the account circular icon with your initials located in the top right corner of the screen. 2. A dropdown menu will appear. From the menu, select the center or location where you are currently working. The list will only display locations that are categorized as centers. It is live updating and will save immediately.

Setting a center to your User Account

By setting your working center, you ensure that attendance records and other relevant information are associated with the correct location in OnTrack. ## Checking In To enable the Participant scanning feature for attendance tracking, you can click on the barcode icon button located in the navigation bar at the top right corner of any screen, in between the emergency roster button and the Account button. Clicking on this button will activate the scanner, allowing you to scan a Participant's barcode from anywhere within OnTrack. This convenient feature enables you to quickly check Participants in for attendance without interrupting your workflow.

Accessing the scanning screen

### Scanning Methods There are two scanning methods available for processing scans in OnTrack: using a handheld USB barcode scanner or utilizing the webcam or phone camera. 1. Handheld USB Barcode Scanner: If you have a compatible handheld USB barcode scanner, you can connect it to your computer and use it to scan Participant barcodes directly into OnTrack. This method offers a quick and efficient way to process scans without relying on a camera. 2. Webcam / Phone Camera: Alternatively, you can use the built-in webcam of your computer or the camera on your phone to scan Participant barcodes. OnTrack will process the scan and perform the necessary actions based on the scanned code. Both scanning methods provide flexibility and convenience, allowing you to choose the option that best suits your setup and available resources. #### Barcode Format/Readers To ensure compatibility with OnTrack, when purchasing a handheld USB barcode scanner, it is important to choose one that is capable of reading the standard barcode 128 format. This format is commonly used for barcode scanning in various applications, including OnTrack. When searching for a scanner on platforms like Amazon, you can find options priced at $30 or higher that should meet your requirements. Make sure to check the product specifications or descriptions to confirm that it supports reading barcode 128 format. Additionally, if the scanner has the ability to read QR codes as well, it can be beneficial for future functionality, as QR codes are increasingly used for various purposes, including participant identification and tracking. Consider reviewing customer reviews and ratings to ensure that the chosen scanner is reliable and suitable for your specific needs. ### Scan-In Options Similar to the individual check-in options, you have the flexibility to configure specific rules for each participant's check-in process. These rules can include the following options: 1. **Enable Kiosk Mode**: This allows you to activate the kiosk mode for both the USB barcode scanner and camera, facilitating faster check-in for participants. 2. **Check-in for Center Attendance**: By selecting this option, the participant will be checked in for center attendance, indicating their presence at the center or facility. 3. **Apply Center Visit Fee**: If applicable, you can choose to apply a fee for the participant's visit to the center. This feature helps track and manage any associated charges. 4. **Automatically Take Attendance for Program Classes**: This option enables the automatic recording of attendance for the program classes the participant is registered for on the current day. It streamlines the attendance tracking process for programs and ensures accurate attendance records. When you access the check-in dialog, you will find these options available for configuration. You can enable or disable them based on your organization's requirements and the specific needs of each participant. ### Kiosk Mode When you enable Kiosk Mode during the check-in process, the screen will return to its previous state after scanning the participant's barcode using either the USB barcode scanner or camera method. Instead of a full-screen display, a smaller, unobtrusive window will pop up, indicating that the participant has been successfully checked in. Additionally, there will be an audible sound to provide a confirmation of the check-in action. This allows for a seamless and efficient check-in experience without interrupting or obstructing the ongoing tasks or activities on the screen. # Printing Check-In Cards You have the flexibility to print check-in cards for multiple participants at once or for individual participants as needed. This allows you to generate a batch of check-in cards for a group of participants or create individual cards for specific participants as required. Whether you need to print cards for a large event or for individual participants on demand, the system provides the functionality to accommodate both scenarios efficiently. ## Printing Individual Cards If you want to print a check-in card for a single participant, open the sidebar for that participant and click on the more icon (represented by three dots) in the actions section. From there, choose the option to print the check-in card.

Generating a check-in card for an individual constituent

## Batching Printing Cards From the Constituents Module, search for the Participants you want to print cards for. Use the checkbox in the table results to select which. A sidebar will open allowing you to perform an action on multiple selected Participants. Select the action to print cards.

Generating check-in cards for multiple constituents

## Unique IDs Every constituent within your database possesses one or more unique IDs. We utilize one of these IDs to generate a barcode that represents their distinct and abbreviated identification. In the event that a barcode is not correctly displayed in the template, please ensure that the constituent has been [assigned a unique ID](/constituents/constituent-details/unique-ids#assigning-ids) before proceeding. ## Template We have created a simple template that allows you to print the Participant's name along with their barcode for scanning purposes. This template is designed using Microsoft Word and utilizes the Avery Template 5371. Please note that we are currently working on a feature that will allow you to customize this template according to your preferences. # Emergency Roster In the event of a fire drill or emergency, you can quickly access a roster of all checked in Participants. To access the emergency roster in the database, simply click on the ⚠ button located in the top right corner of the browser from any page.

Locating the emergency roster

This will open a quick window where you can select the desired location for the roster. Once you have selected the location, click on the "Print Emergency Roster" button.

Selecting a center to print a roster

The emergency roster will then be generated, displaying a list of all the participants who have checked in at that specific location. You can view the roster directly from your device or choose to print it by using the print option available in the top corner of the window. This allows you to have a physical copy of the emergency roster readily available if needed. # C360 BI Compass-360 comes integrated with a reporting tool called C360 BI. It’s a dynamic and robust tool that gives you complete access to every bit of data in your Compass-360 database. C360 BI provides you with easy access to raw data, build visualizations from questions, produce reports and dashboards, automatically email reports, download reports and more. To get started, read more on the terminology of C360 BI, navigating the tool, or dive right in and create your first question. # Navigation & Terminology ## Navigation Navigating C360 BI is simple and can be done in a few different ways: 1. Dashboard Landing: When you log in to OnTrack, you'll see a list of dashboards that have been created in C360 BI. The dashboards displayed here can be controlled from the embed settings within each dashboard. 2. Reporting Module: To access the question and dashboard tool, go to the Reporting page from the OnTrack application menu. With these navigation options, you can easily access and explore the different reports, dashboards, and insights available in C360 BI to gain valuable data and analytics for your organization. ## Terminology In C360 BI, there are several key terms that are commonly used: 1. **Collections:** Collections are similar to folders and are used to group questions and dashboards together, keeping things organized and easy to navigate. 2. **Questions:** Questions are at the core of C360 BI. They represent the queries we want to run on our data to gain insights and answers to specific data-related inquiries. 3. **Dashboards:** Dashboards are a visual representation of data that allows us to group similar questions together, apply filters, and share the visualizations with our team members. 4. **Data Sources / Tables:** These are the primary sources of our data, and they serve as the basis for the questions we ask in C360 BI. More information about the tables used in C360 BI can be found in the Data Definition documentation. Understanding these terms will help you navigate and utilize C360 BI effectively to analyze and visualize your organization's data and gain valuable insights. # Collections Collections are a fancy name for folders within C360 BI. They help us organize our questions and dashboards in a readable and logical way. By default you have three collections. * Dashboards * Questions * Organization Dashboards and questions are core collections that store the core questions and dashboards provided by Compass-360. You only have view rights for these collections and the dashboards or questions within them. The organization collection is a default collection we have provided for you to add questions or dashboards to. You can add sub-collections within or create a top level collection within or organization domain. When you view the app, you will be brought to your collections home page. From any level, click the folder + icon create a collection – if you have permissions within that collection. ## Permissions Every collection has a set of permissions that can be assigned. You can either view, curate or none. When setting permissions at a collection, it effects every question, dashboard or collection within it. From the collection you want to manage, click the icon in the top right. From there, select the type of access you want to allow for this collection. Only Staff accounts will have access to C360 BI, and only those accounts can control access to collections. You can use your admin account to make everything private, and personal to only that account – if deemed necessary. # Questions Questions are where we start with everything. Questions come in two varieties, Simple and Custom. An example of a question could be, “show me constituents who live in zip code 98501”. A question can start with a data table (raw data), such as constituents, or with another question such as a Core Question. Questions can be visualized in various formats, the most common being a table or list. Use the visualization that best suits your questions result. For example, if a question returns a single number, the number visualization is probably best. ### Core Questions Core questions provided by the Compass-360 team can be a great starting point to create your own question. You can modify the existing question logic and save a new version of that question in your [organization’s collection](/reporting/c360-bi/collections). You won’t be able to overwrite the existing question. Our team will manage these questions and make periodic updates to them over time. We’ll also be adding new questions as we discover common ways to look at data. Core questions are broken out into sub-collections within the top level questions collection. These are grouped by the type of data they represent for easy navigation. ### Creating Questions The first step to creating a question is to think about what action the results will provide. This allows you to visualize the data you want to be returned and what filters you will need to apply. It also helps to design the question display, such as a number or bar chart. Now that we know what data we want to return and how, let’s start with the data source. It can either be an existing question, or a raw data source. Navigate to the Reporting Module from the menu. One the page is loaded, click on the New Question button. Choose what type of question you want to start with, simple or custom. Don’t worry about selecting the correct one, you can modify the question from both options. The difference is a simple one brings your right to the visual editor, while a custom one shows the question editor first. #### Simple Question Select the data source you want to start with. Raw data (tables) will be within your domain collection. For example, **anonymously-yours.org**. You can also choose a saved question. Once you select your source, you’ll be brought to the visual editor. In most cases, you’ll be brought to a table showing you the first 2000 rows of data. #### Custom Question Select the data source you want to start with. Raw data (tables) will be within your domain collection. For example, **anonymously-yours.org**. You can also choose a saved question. Once you select your source, you can continue within the question editor to join in data, add filters, summarize, sort and more. When you’re ready, click visualize to be taken to the visual editor. ### Saving Questions When you are satisfied with your question results, click the save button in the top right. You’ll be asked to name your question an optionally add a description. Descriptions are a good way to leave a message to the consumer of the question about the results of the question. You’ll also be asked to save this question in a collection. Choose a location, that you have permissions to write to, that best suits the organization of your collections. After you save a question, C360 BI will ask you if you want to add this question to a dashboard. You can also create a new dashboard on the spot. Once you do, you’ll be taken to the dashboard with the question already populated. ### Question Tips #### Schedule Design Due to the nature in the flexibility that we allow when designing your schedule, some schedule data is dynamic and not always clear. For example, not all programs have a parent of a session. Not all sessions have a parent of enrollment. When looking up constituents based on a level within a schedule, it’s best practice to start at the lowest level – classes. ### Question Features A question has various components to it, such as filters, summarizing, joining data, sorting and more. #### Question Editor The question editor allows your to build your question, step-by-step, in a linear and logical fashion. At every step, you can preview the results to validate you’re getting the right data by clicking on the play button next to the section step. #### Visual Editor The visual editor allows you to do the same features as the question editor view, but in a different fashion. It also allows you to visualize the data you are working with in various formats. You can always access the question editor from the button in the top right next to the refresh icon. #### Automatic Data Awareness When filtering and sorting data, it’s fairly common to want to preform a filter on a table that is related to the source. For example, locations for a class or constituents on a roster. We have defined these relationships for you, which allows you to do this automagically without having to join the data in prior. For example, here we have selected the Schedule Classes data source. By opening the filter step, we can see other data sources, linked to this class, defined by the foreign key icon. #### Filtering Data From the question editor, click on the filter step. A filterable list of columns from the resulting data will be selectable. You can then choose what type of you filter you want. These filter types change depending on the type of data. For example a date column will show date filter types, a number column will show number types. From the visual editor, you can access these same features from the Filter button in the top right of the window. C360 BI has defined the relationship between various tables for you. This is a powerful feature that automagically lets you filter, summarize and sort on data from related tables, without having to join that tables data in. #### Summarizing Data This let’s you create a column based on a function. You can choose a predefined function or craft your own. Custom functions have descriptions on how to use them. They mirror common Excel functions. The existing functions are fairly straightforward, such as `count()`, `sum()` or `average()`. Depending on the resulting data, some functions may not be available. For example, `sum()` is only available when there is a number field returned. You can also group your data on a single field. A common example of this is returning unduplicated results based on a constituent ID. You can group the results by a constituent ID, returning only rows for every unique constituent. Keep in mind, when grouping results, inherently only the columns you have grouped by are returned. You can group results by multiple columns. If you need to group, but want to retain data, you can then further join in the data you need after your group. You can access the summary functions from the visual editor from the top right of the screen. From the question editor, there is a summarize step. Multiple summarize steps can be used in a single question. #### Joins Some questions may require you to join in data from another table. You may not ever need to use this function, but if you find your self not getting the data you want returned, you probably need to join in data. A great example of this is the Class Rosters data source. The Class Rosters table is a basic table with a constituent ID column. It does not store the participants data such as their first name. That information is saved in the Constituents table. If we want to return data about the participant on the roster, we need to join in the Constituents table, using the constituent ID in the roster table. You can read a short doc on [how joins work and the different type of joins here](https://dataschool.com/how-to-teach-people-sql/sql-join-types-explained-visually/). If you have any questions or need help, don’t hesitate to reach out. Read the data definitions doc and browse your data to discover the various primary and foreign keys that exist. Most of the time, C360 BI is smart enough so that when you select a table to join in, the columns to join on will be automatically selected. #### Sorting From the question editor, you can set the sort for the results. You can only sort by columns that are present in the resulting data source. From the visual editor, simply click on the column you want to sort. You can preform other options on that column from the menu dialog that opens. #### Visualization Options There are several ways to visualize your data. Depending on the results, C360 BI will show you the options you can choose. #### Visualization Settings When viewing the results in the visual editor, you can modify a columns display name, order and visibility. Click on a column and then click on the gear icon in that menu. You can also access these by clicking on the Settings button in the bottom left of the visual editor. Depending on the type of visualization, different options will be displayed. For example, below we have a table, so the options are to manage the columns displayed. If the visualization was a number, the number settings will be displayed. #### Foreign Key Links If you’ve been playing around with C360 BI, you’ve probably noticed a lot of ID columns. These ID columns are import as they provide us with the ability to link data from other tables. You’ll see these columns display in blue as a link. You can click on one of these cells to preform actions on that data such as filter, or view records related to that ID. It’s a powerful and simple way to discover more about your data. When viewing the details, you can also view other tables related to this record, such as the attendance related to a program, or other classes that use this program. Click on any of the items in the “connected to” sidebar on the right. #### Download Results, Alerts and Sharing From the visualization editor, there is a download icon on the bottom right of the screen. Click to download the results. From the menu, you can also share your question. Depending on your needs, you could create a public link to share with people outside of your organization. Alerts can send you this question to your inbox when certain criteria is met. This is a powerful feature that can notify you when something is going on, for example, when your expiring membership count hits a certain number. # Accounting Learn how to run common reconciliation reports between OnTrack transactions and Stripe bank payouts With C360 BI we can leverage the question builder to easily fetch records to compare against payouts to your bank account via Stripe. When someone makes a transaction via OnTrack, an Income record gets created. Each Income record represents a single transaction. Income records have several fields to keep track of various transaction details. For reconciliation, we'll focus on the Batch Number field. {% hint style="info" %} Take a look at the Income table in BI to understand more about the data structure {% endhint %} ### Batch Numbers When OnTrack processes an online transaction, it sends that information over to Stripe, processes the transaction, and the user continues on their journey. As time passes, and more transactions are processed, Stripe will collect these individual transactions and make a single deposit into your bank. When this happens, OnTrack is automatically notified. We create a unique batch number and assign that to the income records effected. {% hint style="warning" %} Not all Stripe Payout schedules are the same. Please refer to your Stripe Payout settings for more information {% endhint %} ### Visualizing Batch Numbers Using some basics in C360 BI, we can craft a question to help us visualize recent batch numbers including transaction counts and total amount. 1. In OnTrack, head over to reporting and create a new question. You can choose a simple or custom question. Here we'll use custom, but the end result is the same 2. Lets start with the Income table and add two summaries 1. Count Of Rows 2. Sum Of `Total Amount` 3. We then add a group by on the `Batch Number` field In the question editor, that would look like this
4. To make our life easier, let's sort descending by the batch number field With that in place, we can now easily view the total gross amount and transaction count for every corresponding payout reported by Stripe!

Click the preview icon ▶️ to take a peek at the data, or the visualize to see all results.

Later we'll dive into these batches and view the individual transactions for a line item report. {% hint style="success" %} Pro tip: save this question in a new accounting folder for later {% endhint %} ### Reviewing Payouts In Stripe, we can view payout information in a couple of different ways. For our example, we're going to use the [Payouts table](https://dashboard.stripe.com/payouts). It's a simple view where we can easily correspond batch numbers from our previous report. Being this such a common task, Stripe also has [several reports based on reconciliation](https://dashboard.stripe.com/reports/reconciliation) that may work better for your organization if you require more detail. If your organization utilizes Stripe for payments outside of OnTrack, you may require a line item report instead. {% hint style="info" %} The links above assume you are logged into your Stripe account and have the appropriate permissions to view Payouts and Reports {% endhint %} When viewing Payouts, click on any row to view the details. Here we can see the total gross amount, fees, and deposit amount for the payout. We can also confirm the batch number, which correlates to the batch number in our previous report. Note the Metadata section, `CompassBatchNumber` field.
### Transaction Detail Reports In some scenarios you'll need to dive into the individual transactions for a specific payout. In that case, when viewing a Payout in Stripe, the individual transactions are available to export. Now with that payout batch number, head back over to OnTrack and create a simple question that filters Income by that batch number!

Click the preview icon ▶️ to take a peek at the data, or the visualize to see all results.

### Viewing All Line Items By Batch Number In some cases, we need to categorize individual line items to assign an accounting code, for example restricted funds. In order to achieve this, we need to build a question that can: * Filter Income by a batch number (see above) * Join in the individual Invoices for those Income * Join in the individual Line Items for those Invoices 1. Start a new custom question, select the Income table, and add a join to the Invoice table. The right hand side of the join should automatically populate for you!
2. Add a second join to Line Items, where the Invoice -> Invoice ID = Line Item -> Invoice ID. You'll have to do this one manually.

Note the Invoice -> Invoice Line Item Join

3. Now from our previous question, add a simple filter to find Income by batch number. With this report, we've easily found Line Items tied to a specific Payout from Stripe. We can now view these in detail, export or even create an accounting dashboard! {% hint style="success" %} Pro Tip: this question returns **a lot** of fields. In the join data sections, use the dropdown on the table to select only the fields you need! {% endhint %} {% hint style="info" %} This question will return a single row for each Line Item, these do not represent a count of transactions {% endhint %} ### More Information If you need help with some custom reports, or have a workflow that requires more detailed information on the transaction line items, reach out to [support](mailto:help@compass-360.org) and we can point you in the right direction! ### # Data Definitions Within the Compass-360 application there are several data sources or tables of data. Think of these as Excel documents. Almost every table has a column that references another table. These are called primary and foreign keys which allow us to join in data. For example, the Schedule Classes data source has a foreign key of `Location ID` which links to the Locations table primary key `Location ID`. These allow us to access data from multiple tables by a relationship. ### Browsing Data From the Reports view, click on the Browse button. This will take you to a page that lists all the available tables. Click on a table to visualize the raw data in the visual editor of a question. From there you can start building a question and save it. Back at the browse page, hover a table and click on the reference icon to learn about the columns in this table and more. #### X-Ray Data Also from the browse page, there is a feature that intelligently builds a set of questions based of the data and it’s schema. Check out the X-Ray function on the Constituents data source for some useful insights. You can take any of those questions and start building our a question from it’s results. ### Table Descriptions Below is a list of the available tables you can use to build questions of off. To learn about each table, navigate from the browse page and click to learn more about a data source. #### Academics The individual academic or school records for constituents. This table has a unique, calculated column called partition index. This column is a number that represents the most recent academic record for a constituent. 1 is the newest. #### Attendance Individual attendance records for every type of attendance. Center, program / class, in person or virtual. #### Constituents The primary table of every constituent in your database. If you’re looking for just a specific persona, check our the core questions for specific personas, for example, the participants list. #### Income Income that you have accepted as a payment on an invoice. This represents the actual payment details such as the amount, date. #### Invoice Line Items Line items that are on an invoice. These will be individual items a constituent can pay for. For example "Membership Fee - After School". #### Invoices Open and closed invoices that are linked to your constituents. Closed invoices should also have a linked income record. #### Locations All your locations in your database such as Schools and Centers. #### Memberships The individual membership records for every constituent. Memberships have a foreign key that links to the constituent it is for. #### Payments Payments represent the payment method or vehicle that was used on an income. For example, a VISA Credit Card, or Check from Bank ABC. #### Programs Program *templates*, that you have created to be used in Schedules. These should only be used as a reference to data such as the program name, not to be searched directly. You should instead be searching the Schedule Programs data source. #### Relationships All the relationships that exist between your constituents. Useful to find parent constituents related to a results set of participants. #### Schedule Classes All the classes you have defined in any schedule within your database. #### Schedule Enrollments All the enrollment levels you have created within every schedule. #### Schedule Programs All the programs you have created within every schedule. Note, you’ll most likely want to join in the data from the Programs data source. Also due to the nature of the schedule design, programs do not always have a session parent. #### Schedule Rosters All the rosters, primary and lower for every schedule or level within a schedule. To find a class roster, you would start with the Schedule Class table, filter for a specific list of classes, and then join in the roster on the `Linked To ID` column. See the Class Roster Constituents core question for an example of this. #### Schedule Sessions All the schedule sessions you have created. #### Staff Timecards The timecards that have been recorded for any staff hours. #### Tags Every tag within the database. Most commonly, a tag is linked to a constituent. It is linked to a constituent by the `Linked To ID`. For example `Constituents.Constituent ID => Tags.Linked To ID` #### Volunteer Timecards The timecards that have been recorded for any volunteer hours. # Locations & Venues By leveraging the flexibility of the system's location configuration, you can effectively manage and track the usage of different locations and streamline processes. The terms "Venue" and "Location" can be used interchangeably. You can configure and manage these venues/locations within the system according to your needs. In OnTrack, you have the flexibility to configure and customize the locations according to your organization's needs. You can choose to list all locations or create hierarchical structures to define the various venues and sub-venues within your organization. For instance, you can establish a county venue and create multiple levels of sub-venues beneath it, such as school districts, cities, schools, rooms, and more. This hierarchical approach allows you to organize and categorize your locations in a logical and comprehensive manner. It provides a clear structure that reflects the geographic or organizational hierarchy of your organization's venues. By defining locations in this way, you can easily navigate and manage the different venues and their sub-locations within the system. Whether you prefer a flat list of locations or a detailed hierarchy, the choice is yours. You can configure the locations to best suit your organization's requirements and ensure that your database accurately represents your various venues. ## Navigating When you access the Locations Module, all currently configured locations will be displayed. You will find a convenient "+ Add Venue" button that allows you to quickly create new venues. Additionally, there is a "Load Venues" button that allows you to retrieve a list of existing venues. On the right side of the module, you will see a settings button, which you can use to configure various settings related to venues.

The Locations Module landing page

To access the details of a specific venue, simply select the venue. By doing so, the details of the venue will populate in a sidebar on the right-hand side of the screen. This allows you to perform various tasks and manage the specific venue. The venue you are currently viewing will be highlighted to ensure that you are working with the correct one.

Viewing a venue's detail

There are a few actions when you viewing a venue's details: Edit, Remove, and Add Sub-Venue. ## Venues & Sub-Venues At the top level of the venue hierarchy is the main venue. When you select the "+ Add Venue" button, you can add a new venue to your primary list of venues, and it will be displayed in the appropriate order. Within the venue hierarchy, you can create sub-venues, which are specific locations, spaces, or areas that exist within the main venue but are treated as individual venues themselves. To add a sub-venue, you can access the details of a selected venue from the right sidebar and click "Add Sub-Venue".

Adding a sub-venue

When you create a new sub-venue, it will appear beneath the parent venue in which it was created. You have the flexibility to add as many sub-venues as needed under a parent venue, and they will be displayed in the desired order. You can continue to add further levels of sub-venues, creating a comprehensive structure that represents all the locations, spaces, and areas within your organization. ## Removing Venues At the bottom of the sidebar in a venue's details, you can find the "Remove" option. By selecting it, a window will appear, asking you to confirm the deletion. If you wish to proceed with the removal of the venue, you can select "Yes" to confirm. # File Assets In your database, you have access to the File Assets Module, which provides unlimited storage capacity for various types of documents. This module serves as a central hub for storing documents that are generated through forms, online portals, or related to images for Participants, among other uses. It can also be utilized to store internal or external documents like forms, flyers, or other files. When you access the File Assets Module, you will initially see the top-level folders. These folders are used to organize and categorize your files for easier management and navigation. By organizing your files into folders, you can maintain a structured file storage system.

The File Assets Module landing page

## Adding Folders To maintain a clean and organized document management system, it is recommended to create folders within the File Assets Module. You have the flexibility to create as many folders as needed, ensuring that there is no limit to the organization of your documents. By creating folders, you can categorize your documents based on different criteria such as document type, department, project, or any other classification that suits your organization's needs. This allows for easy navigation and retrieval of specific documents when needed. To add a folder, simply click the three dot button and select "Add folder..."

Adding a new folder or file asset

## Adding File Assets To add documents to a specific folder within the File Assets Module, follow these steps: 1. In the File Assets Module, navigate to the desired folder by expanding the folders using the ➕ icon until you locate the target folder. 2. Once you have identified the folder, you can add an asset by either clicking the "Add Asset" button at the top of the interface or by clicking the row action button (represented by three dots) next to the folder and selecting "Add Asset" from the available options. 3. This will open the upload dialog, where you can provide the necessary details for the document you are adding. Enter a name and description that accurately represent the contents and purpose of the document. 4. To upload the document, you can either drag and drop the file from your computer into the upload dialog or click the "Upload" button to browse your computer and locate the file manually. 5. Once the document is selected, the upload process will begin, and you will see a progress indicator to track the upload status. 6. After the upload is complete, select "Save" and the document will be added to the selected folder within the File Assets Module, and it will be available for future access and retrieval.

Adding a new file asset

### Viewing & Removing File Assets To view or remove a file asset, simply locate and select it from the list to view it's details and access the "Remove" button.
# Email Templates & Messages From multiple locations within Compass, you have the ability to send emails. Regardless of whether you choose to send the email to a single recipient or multiple constituents, the Email Broadcaster will be activated. The Broadcaster empowers you to tailor your message and provide specific details for your communication. # Email Templates Creating reusable, configureable, email templates to be used in notifications or communications Emails templates (aka assets) are reusable and configureable email templates that can be used in various places within OnTrack. These templates allow us to configure some standards across the organization when communicating with your constituents (parents, participants, staff, etc). With templates we can control: * The email subject * The 'from' email and name * The 'reply-to' email and name * The message content * And more ### Merge Fields When writing message content, we can populate dynamic variable using merge fields, such as a parents first name, or a list of enrolled participants. In order to populate these merge fields, the underlying data must be available when the email is sent. When templates are used inside of OnTrack, such as in the [Parent Portal notifications](/registration/registration-settings/notifications), only a select set of merge fields are available. There are specific merge fields that are tied to an action, such as enrollment, and there are general merge fields which are almost always available. #### Merge Field Format There is a special format to merge fields when using them. An easy way to use merge fields is to drag over a standard field into the editor and change the variable name. `${parentFirstName!''}` Please note the format ends in two, single-quote characters `''`, not `"`. {% hint style="warning" %} In most cases, an empty merge field will simply show nothing. Refer to the specific usage for detailed information on what merge fields are available. {% endhint %} ### Creating Email Templates To add an email templates, navigate to the second tab in the Messaging Module, titled Message Assets.

Navigating to Message Assets

Once you're there, follow these steps: 1. Select the folder where you want to store the new email template. This helps in organizing and categorizing your email templates. 2. Once you've chosen the folder, the "Add Email" button will become available. 3. Click on the "Add Email" button to create a new email asset specifically for Payment notifications to Parents. By selecting the appropriate folder and using the "Add Email" button, you can create a new email template tailored to your needs.

Email selection window, including where to add a new email asset

The Messaging Module provides you with flexibility and convenience in managing your email templates. This allows you to have centralized control over your email templates and streamline your communication processes. # Viewing Sent Messages To access your sent messages, navigate to the Messaging Module.

Navigating to the Messaging Module

At the top of the Messaging Module, you'll find convenient one-click search tools that help you filter messages by specific date ranges. These messages can include both single and multiple email or text message broadcasts. This list will also include any messages that were automatically sent by the database, such as notifications for form submissions or membership registrations.

Viewing a sent message

After selecting a date range, you can view the sent messages along with various details in the columns. # Releases New Features, bug fixes and other OnTrack release notes ## [Parent Portal 2, Custom Forms and More](/updates/releases/parent-portal-custom-forms-and-more) #### September 8th 2023 This update marks the first version of the new parent portal which includes several new and exciting features to customize your portal settings, registration form and much more. Checkout the [release notes](/updates/releases/parent-portal-custom-forms-and-more) and all the features you can [manage in the docs](/registration/online-registration). # Parent Portal, Custom Forms & More A new user-friendly parent portal with complete customization #### September 8th, 2023 ## A fresh new look Over the past six months we took an opportunity to revisit some of our existing infrastructure and applications to set forth on a major overhaul. This release marks the first project of that overhaul to be rolled out to the public! This release comes several exciting features to help your organization process and manage online registration like never before. With the new parent portal comes a [whole new way to customize](/registration/registration-settings) it. One of our earliest feature requests was to be able to [customize the online registration form](#custom-registration). We're excited to announce with this release a new form builder that lets you do just that!
Parent Portal/files/m6dNRYJkRHYL4bd3Gk7v/pages/JmS0q1QgUbEKpCP5PwAO
Custom Registration Form/files/yLsjpIi7PQkmSlTV3qoT/pages/98Ee0Bzh35BCGECwt5wL
## Release Notes ### **New Help Docs** :thinking: As you may have noticed, you landed on a page that looks similar to some help documentation. Welcome to the new OnTrack support documentation! Our new docs are easier to manage and keep up to date, easier to navigate, has revamped documentation (and building) and has a much better search functionality that helps you get to the information you need. ### Parent Portal The new parent portal comes packed with tons of requested features. Here are some of the highlights! #### Automatic Translation One of the critical points on our overhaul is to make our products more accessible. In this release comes automatic translation that can translate almost every word on the parent portal, including custom content. The first release supports English, Spanish and Chinese, with the ability to easily add more. Please leave us a comment if you have a request for a specific language.
#### Ease of use, Improved Data Quality, Speed & Security This release marks the first apps to be built with our new infrastructure which is designed with usability, speed and security in mind. We aimed for an inclusive design that every parent can use, with confidence, from any where on any device. One of the concerns we heard from the previous parent portal was that parents would abandoned the registration flow, leaving incomplete data for a participant. With this release, parents are guided through a thoughtful registration flow, [in which you can customize](#custom-registration), with high quality fields to collect more accurate and complete data. Along with this, parents can now leave the page and we'll automatically bring them back to the spot the left off at. :sunglasses: #### Enrollment, Waitlists, Restrictions and Memberships During registration, a parent can now select one or more [memberships](/memberships/understanding-memberships) for each participant. You can customize how this works in your [parent portal settings](/registration/registration-settings). For some organizations, membership is free and is only used to track your current active participants. In this case, you can configure the [membership page to be skipped](https://docs.c360.org/registration/online-registration/portal-settings#skip-membership-page), and a default membership to be applied. Along with selecting a membership, parents can select one or more [programs](/registration/online-registration/making-programs-available-online) to enroll participants. Like memberships, you can skip this page if this does not apply to your organization - such as outreach based organizations. This new enrollment feature comes with the ability [to join a waitlist if](https://docs.c360.org/~/changes/y4Tri1s5h7ak3hedJtt6/registration/online-registration/parent-portal/registration#wait-lists) the roster is full (enabled by default) and it will also honor any age restrictions set to prevent parents enrolling in the incorrect program!

Waitlist & duplicate enrollment protection

With both of these new components, all fees are shown upfront during registration, to which a parent can make a payment after using the [redesigned checkout flow](#secure-and-flexible-checkout). #### Custom Registration We designed a new form builder that allows you to completely customize the online registration form. With support for multiple field types and the ability to [save custom questions](https://docs.c360.org/registration/online-registration/registration-form#data) directly to a tag or note, you can craft a unique form that meets your organizations requirements. For example, you can add checkbox fields for required waivers, dropdown fields for t-shirt sizes, text fields for pronouns, or date and time fields for important dates.

Customizing the registration form

Each field is validated to match the tag's value, making this a powerful way to keep your data clean as its created!
#### Secure & Flexible Checkout We have completely updated the [checkout process](https://docs.c360.org/registration/online-registration/parent-portal/dashboard#checkout) to be more modern and secure. It supports a flexible sliding scale with discounts, and the ability for parents to select what and how much they can pay today. This update also brings more constituent metadata over into [Stripe](/getting-started/ontrack-docs/setting-up-stripe), helping out accounting when you go to reconcile your books. :muscle: In the coming release, we will be able to accept more payment methods such as Google Pay or Apple Pay! :eyes:

New registration checkout flow

Thats all for now! Thanks for everyone involved to make this come together. Please reach out if you have any questions or feedback! Look out for the next announcement or check back here for new releases. The C360 Team # Change Log Whats new in OnTrack #### 4/7/24 * Added ability to include Stripe processing fees on the Parent Portal Checkout. See your Parent [Portal General settings](/registration/registration-settings#include-stripe-processing-fees) for more information. #### 3/7/24 * Fixed an issue where multiple participants could be added to the same roster twice under the **right circumstances**. We also cleaned up some data here, which might change the results of some reports that would **count duplicated** rosters (not attendance). This could also effect the count shown on a schedule level * An issue where the participants address was not being updated from the parent address, in the right circumstance * Preventing skipping the emergency contact form if any amount of contacts are required * Minor styles, language updates #### 3/5/24 * A cache issue with program templates that would not show the changes if saved and re-opened within 15 seconds * An issue with parent user accounts that prevented unfinished registrations from showing. You may notice some cleanup in your list of user accounts * Issue with the emergency contacts form when the min contact count was zero * Parent to participant relationship field in registration form not showing correctly after saving * Other minor bugs caught by our error logs * Program template form validation messages, including a max length to name and description fields #### 2/21/24 * Updated registration process to better handle returning parents / renewal or participants * Added the ability to delete unfinished registrations * Updated the dashboard menu to handle dashboards with spaces in the name. Was previously showing '+' and other characters * An issue with the registration sidebar that was not reflecting changes after modifying a relationship * Incorrect relationship displaying from a parents sidebar to their participants #### 2/14/24 :heart\_decoration: * Added the ability to edit a parents registration info after creation. In a future release, you'll also be able to delete unfinished registrations * Added numeric field to the form builder with min and max validation * Updated some display items on parent portal dashboard #### 2/13/24 * An issue with academic end year being set to 2025 by default #### 2/11/24 * Constituent tag type select field only allowing the tag type 'All', now allows for 'Constituents' as well * An issue with sidebar information (memberships) not being displayed after save/delete * Fixed membership sort by active and show more than 3 memberships * Added `parentPhoneNumber` [merge token](/registration/registration-settings/notifications#custom-templates-and-merge-fields) to registration notifications #### 2/7/24 * An issue with redirection after successful participant registration * Updated the order of language fields and changed the language select field to an autocomplete field for easier searching #### 2/6/24 * Not being able to enter specific dates * Removed email as a required field for parent registration #### 2/4/24 * Tags not being saved for new participants where the parent had previously completed a registration * We've updated the new registration form to allow staff to start and complete registration for parents! Check [out the docs](/registration/register-participants) to learn more. #### 2/3/24 * A couple of routing errors within the registration form with a specific user state * 7 other non-reported bugs from user errors #### 2/2/24 * Improved registration form editing * Improved checkout experience with billing profile validation that was causing some payment issues where existing parents had an incomplete profile * Stripe payment records now include the line items the purchase was for #### 1/30/24 Sorry for the delay in updates! There have been minor updates to fix issues since our last post. More recently, we finished integrating the parent portal registration form into OnTrack. It's available in beta now - more to come on that. * An issue with empty descriptions in program level settings * Parent portal checkout not updating invoices on successful payment and fetching the Stripe batch number * Various routing errors in the parent portal that would either show a 404 or return to a saved url, confusing the user * Various validation errors in registration form that prevented the user from continuing * Max attendees reached for enrollment when the value was zero #### 11/12/23 * An issue with email template select fields showing the template ID, not the template name * Some participant short-id's were not being created upon registration * Improved email template field for easier searching * Updated parent portal notification merge fields and email notifications. [See what's new](/registration/registration-settings/notifications)! #### 11/09/23 * A handful of small bugs * An issue with participant info form not being able to re-submit, *after* a successful save #### 11/02/23 * An issue with custom registration form Dropdown fields with a required answer preventing the user from saving the registration form #### 10/31/23 * Added a sibling relationship field when registering a second participant from the parent portal. We also moved the fields around, and changed the field type to a select to be more consistent * Updated parent portal emergency contact forms, including a helpful link for parents to update contact information #### 10/25/23 * Resolved an issue with max attendees that would make an online program roster full, preventing registration * Resolved an issue where a program settings form would remove the selected location on save * When typing to search in the location field, it would remove the first character. This has been resolved #### 10/18/23 * Adjusted parent portal academic forms to set the school end year one year after the start year, automatically * Adjusted program start and end date fields to allow for single day programs. Previously you would get an error saying the start date must be before the end date #### 10/01/23 Updates to the parent portal dashboard to allow returning parents to renew their participants membership or re-enroll into another program - made available online. This renewal process will honor the settings you have configured in your [parent portal options](/registration/registration-settings). Other options will be displayed when a participant is not enrolled or has an expired membership.
* Parents can now update personal information from their profile * Issue with updating parent information after saving #### 09/28/23 * Demographics improperly selecting and saving, specifically the Race field * Parent portal settings not saving properly, specifically email notification assets * Min/Max attendee value of 0 was not being ignored #### 09/14/23 * Issue with program templates where Topics were not being selected * Issue with registration form when selecting data destinations