In the Attendance Tracker, a Class represents a recurring program or service—like Parenting Workshop or Job Readiness Training. Creating a Class is the first step before setting up a Term, enrolling participants, or recording attendance. While Terms control the schedule and roster, Classes act as the container that organizes related Terms together. Setting up Classes properly ensures your attendance records are easy to manage, report on, and interpret over time.
Step 1: Create a Class
To get started, navigate to the Classes & Terms page under My Apricot Tools. Here, you’ll see a list of existing Classes if any have already been created. The table’s columns can be sorted, and specific class names can be searched for at the top. Click the New Class button to create a new one.
You’ll be prompted to enter a few details:
Name: This is required and should clearly identify the class (e.g., “Financial Literacy”).
Description: Optional, but helpful for giving staff more context.
Sites: Required. Choose one or more Sites where this class will be offered. This determines which participants and staff have access to the class.
Status: Choose between Active and Inactive. Active classes are available for use when creating Terms. Inactive ones are hidden from selection menus but remain in your records.
Once all required fields are complete, click Save to create your Class.
Step 2: Manage or Edit Existing Classes
From the Classes table, you can manage existing Classes using the options available for each row. Click the eye icon next to a Class to open its details.
Once inside the Class details, click Edit in the upper-right corner to update the name, description, Sites, or status. This is especially useful if a class changes locations or is no longer in use and needs to be marked inactive.
Step 3: Delete a Class (if needed)
If you need to delete a Class, use the kebab menu (three vertical dots) in the row for that Class on the main Classes table. Select Delete from the menu.
Important: You cannot delete a Class if it has one or more active Terms associated with it. You’ll need to delete or archive those Terms first before removing the Class.
Once a Class is deleted, it cannot be recovered, so be sure that no attendance data is tied to it before proceeding.