Before you can start enrolling participants or recording attendance with the Attendance Tracker, you’ll need to tell Apricot which form holds your participant records. Configuring the Attendance Tracker ensures that the right people appear on your rosters and that their attendance data is stored in the correct place. This one-time setup also allows the system to display key identifying information—like names and quick view fields—within the Attendance Table, making it easy to manage participation across Classes and Terms.
Step 1: Open Feature Configuration
To begin, go to the My Apricot tab and open Classes & Terms under the My Apricot Tools section. At the top of the page, you’ll see a pencil icon next to the “Classes & Terms” heading—click this to open the Feature Configuration panel.
If you’re working from a Class instead, you can also open the configuration screen by creating a new Term or opening an existing one that doesn’t yet have any participants enrolled.
Important: Only Administrators can access and update Feature Configuration. If you're a Standard User, you won’t see the configuration option and should work with an Administrator to complete this step.
Step 2: Configure Form and Fields
Once you're in the Feature Configuration screen, you’ll need to identify the Tier 1 form that holds the participant records you want to track attendance for. This is usually your main participant form—like “Individual Profile” or something similar.
Next, you’ll choose the specific Name field that should be displayed in the Attendance Table. This is what staff will see when marking participants present or absent. Below that, you’ll also select at least one Quick View field from the same form—this gives additional context to help users identify participants more easily, such as date of birth or program name.
If your organization uses more than one Tier 1 form to represent participants, you can select up to two. For example, if you use one form for adults and another for children, this allows you to include both in your attendance tracking.
Important: If you make changes to the Feature Configuration after participants have already been enrolled in any Term, all enrollments across all Terms will be deleted. Be sure your configuration is final before proceeding.
Step 3: Save Your Configuration
After selecting your form(s), Name field, and Quick View field(s), click Save to apply your configuration. You’ll be prompted to confirm this action before returning to the Classes & Terms page.
