We're excited to introduce the beta release of Service Activities—a powerful new feature that enables organizations to efficiently capture, track, and report on services delivered to participants within a Program Enrollment.
What are Service Activities?
Service Activities offer a dedicated, standardized way to document services provided during a Program Enrollment. Designed for case workers, program managers, and grants managers, this feature supports structured data entry that improves reporting accuracy, reduces configuration effort, and creates more consistent service records.
Service Activities help you:
Capture services with ease using a simple, structured form to record what happened, when, where, and with whom.
Streamline onboarding with standard fields that reduce configuration burden and help new users get started faster.
Improve impact reporting through clear, consistent service tracking that makes it easier to report outcomes to funders and stakeholders.
Who has access to this beta release?
As of June 6th, 2025, Service Activities are available to any organization that expresses interest in participating in the beta release. To opt in, email emily.stallard@bonterratech.com for more information!
We’re actively gathering feedback to inform how these and other enhancements are developed in future updates. Thank you to our beta testers for helping us evolve how organizations track, respond to, and learn from their most important activities! Once generally released, this feature will be available to all Apricot subscription tiers.
Follow the steps below to learn how to create and interact with a Service Activity.
Step 1: View the Program Enrollment
From the "My Apricot" tab, expand the "Search Records" category of the navigation bar and click on the name of a Tier 1 form to go to its Record Search page. Locate the Tier 1 record you want to view, then click any of the gray text to open the Document Folder.
Select the Enrollments tab, then expand the desired Program Enrollment by clicking the "+" icon to view existing Service Activities.
Step 2: Add a new Service Activity
Click "Add Service Activity" at the bottom of the enrollment to record a new service. You’ll be prompted to complete the following details on the right side of your page:
Field | Description |
Start Date (required) | Date the service started
|
Start Time / End Time | Time(s) the service started and ended |
End Date | Date the service ended (if service occurred on the same day, select the same date as the Start Date)
|
Service Provider(s) | One or more users who delivered the service |
Place of Service | One site from your Apricot database |
Services Provided (required) | One or more options from a pre-defined list (e.g. Employment Assistance, Legal Aid, Crisis Intervention) |
Service Note | Free-text field for any additional details |
Once the necessary fields are completed, click "Add service activity" to save your details.
Step 3 (optional): Make optional fields Required
All Service Activity fields not required by default can be made required by users with administrative access. From the Administrator tab, expand the Workflow Station category of the navigation bar and select the now-available "Service Activity Configuration" page.
Select "Yes" in the dropdown for each field you want users to complete for every Service Activity, then click "Save Settings" in the right-hand palette to confirm your changes.
Step 4: Filter and manage Service Activities
Once you've recorded a Service Activity, you can return to the Program Enrollment within the Document Folder to view it. The three Service Activities with the most recent dates will display here along with their Service Date, Provider(s), and Services Provided.
Clicking the arrow next to a Service Activity opens its individual details, while clicking "See all" displays the full list of Service Activities for the enrollment.
From the "See all" view, you can filter for Activities that occurred within 30 days of the current date or select a custom date range. You may also use the dropdowns to filter by which user provided the service or which services were provided.
Clicking the kebab menu (or three-dot icon) to the right of a Service Activity allows you to view, edit, or delete the Activity.
Step 5: Attach Tier 2 forms
You can optionally attach Tier 2 records to a Service Activity in order to capture additional details outside of the default fields provided. For example, if you provided an assessment as a service, you may attach the Tier 2 record the assessment was completed in.
To do this, view an individual Service Activity and click "Attach Tier 2 form" at the top-right of the screen.
You'll be prompted to select a Tier 2 form housed under the current Tier 1 form in a dropdown field.
A list of records for that Tier 2 form will appear below the dropdown. Select which Tier 2 record should be associated with the Service Activity, then click "Attach Selected" to save this change.
To remove a Tier 2 record from a Service Activity, click the kebab menu next to it in the Tier 2 Forms section and click "Detach Tier 2 Record". A pop-up will appear for you to confirm this action.
Step 6: View Service Activity audit history
Any action taken to create, update, or delete a Service Activity is tracked on the Record Audits page, including attaching or detaching Tier 2 records.
To view this activity, users with administrative access can click Access Control on the navigation bar and select "Sites & Programs" to open the Account Management app.
On the left-hand menu, click "Record Audits" then the "Service Activities" tab to view all history. You can filter actions by date, user(s) performing the action, or the type of action taken.
Then, click an individual result to see exactly how fields were changed. In the below example, this Service Activity was updated to include a Service Note and remove "Clothing Allowance" from the Service Types provided.
Beta Limitations
Some capabilities not available in this beta release include:
Creating Service Activities outside a Program Enrollment
Importing Service Activities
Native Reporting on Service Activities
HMIS support