Welcome to Apricot! This guide is intended for clients who choose to self-implement in Apricot Essentials, meaning you are not working with our Professional Services experts. Following this guide step-by-step will ensure that you configure your new Apricot Essentials site with all the features and functionality you need to start entering and reporting on essential data.
Prep:
Apricot Data Entry:
Article: How do I create a new record?
Understanding Programs and Program Enrollment
Reviewing: Prebuilt Apricot Forms
Individual Service Plan
Household
Pantry
Job Placement
Volunteer
Step 1: Edit Prebuilt Forms
Creating Forms
Article: Blueprint forms
Article: Batch Records (for taking class/group attendance)
Any field that is not gray in the title can be edited. If you find gray ones you do want to edit, let us know and we can help. Feel free to customize and add additional fields for things you’d like to track beyond our templates.
Update Lookup Lists
Sites & Programs
Primary Reason for Exit
Sites
Programs
Class Profile & Attendance
Attendance Status
Classes
Services
Services Provided
Pantry Service Log (if using this module)
Other Items
Clothing
Update Referral Email Trigger
Go to Standard Forms > Under Participant
Edit the Referral form
Update the Email Trigger with org relevant information
Step 2: Build New Forms
You can build a new form for anything not already in the system. Be sure to review available forms in the Template Library as this will provide ideas and starting points for building forms.
Administrator > Form Designer > Templates
Follow along: Working with Form & Report Templates
Anything you are tracking about a Participant should ideally be a Tier 2 form underneath to be filled out with each interaction.
Step 3: Programs & Roles
Access to data in Apricot is controlled by Programs and Roles. Customize the existing Programs to match what services your organization offers.
Set up Roles based on the different types of staff that might access your data with what they need to see:
You will also likely want to make sure your form settings put new data in the right programs:
Article: Form Permissions
Article: Program Assignment Settings
Network Referrals
Article: Opting into Network Referrals
Article: How to use Network Referrals
Article: Out of Network Referrals
Step 4: Data Entry
Enter Staff/Volunteer Profiles
Create records under Staff/Volunteer Profile
Import existing data from your other system into Apricot
Complete: Uploading Data into Apricot
Follow along: Create Tier 1 Records
Follow along: Create Tier 2 Records
Enter in Referral Agencies (If not using Network Referrals)
Create records under Referral Organization Profile
Step 5: Roll Out to Staff
Have staff register for Bonterra Academy:
Go to Bonterra Academy
Open the following link in your browser: https://academy.bonterratech.com/
Sign in
Select "Sign In" in the upper-right corner of the page.
Sign up for Bonterra Academy
On the login page, locate the Bonterra Academy Login section and select "Sign Up."
Note: Existing Bonterra Academy users can log in directly without creating a new account.
Create your account
Important: Complete the sign-up form using the same email address you use to log in to Apricot. This will ensure your access is applied correctly.
When prompted to select a product, choose Apricot from the Product User dropdown.
Step 6: Demonstrate the data entry process for staff
Utilize the Basic Essentials Solution Design provided below or create your own, as a visual reference for new staff members.
