Once you’ve created a Class, the next step is to define a Term. A Term is a specific occurrence of a Class—for example, “Summer 2025” for a Parenting Workshop. Terms define the schedule, duration, and attendance requirements for each instance of the Class. Setting up Terms correctly ensures that attendance data is accurate, risk statuses are calculated properly, and reports reflect the correct timeframes for participant engagement.
Step 1: Add a Term to a Class
From the Classes & Terms page, locate the Class you want to add a Term to, then click the eye icon to open the Class details page. Inside, you’ll see a table listing any existing Terms for that Class. The columns in this table can be sorted and Term names can be searched for at the top. Click New Term to begin.
Each Term setup includes three key sections:
Term Details
Here, enter the basic information for your Term:
Name: This name must be unique and clearly indicate the Term (e.g., "Fall 2025").
Programs: Select the Program(s) associated with the Term. Only participants in these Programs will be available for enrollment.
Location: Optional, but helpful for tracking where sessions take place.
Status: Terms are Active by default. You can mark them Inactive if they’re no longer in use.
Term Dates
You’ll need to define when this Term runs and how often sessions occur. This will determine which days users can record attendance data for this Term. You can choose one of two scheduling methods:
Recurring Schedule: Select a frequency (Daily, Weekly, Monthly, Yearly), choose a start and end date, set times, and specify which days of the week sessions occur.
If using the recurring option, you can also click Select Days Off to block out holidays, breaks, or non-attendance days. These dates will appear grayed out in the Attendance Table and cannot be marked for attendance.
Specific Date(s): Manually pick exact calendar dates for your sessions—ideal for irregular schedules.
Term Completion Criteria
This optional section allows you to define what it means for a participant to be “complete” in this Term. You can choose one of two metrics:
Percentage of Presents (ex. 90% of the Term)
Specific Number of Presents (ex. 6 times across the Term)
This setting powers the Risk Status indicators you’ll see in the Attendance Table: On Track, At Risk, or Behind. These statuses help caseworkers quickly identify participants who may need follow-up.
Note: Risk Status is recalculated during the nightly data sync and is not updated in real time.
How Completion and Risk Statuses Work
Once a Term has ended, participants will receive one of two completion statuses:
Complete – The participant met the defined attendance requirement. For example, if 7 out of 10 days were required, they had no more than 3 absences.
Incomplete – The participant did not meet the requirement. For example, they needed 7 of 10 days but had 4 or more absences.
While a Term is still in progress, participants are assigned one of the following risk statuses:
On Track – The participant still has enough remaining sessions to complete the Term successfully. For example, if 7 of 10 days are required and there are 3 days left, they can afford no more than 2 additional absences.
At Risk – The participant is approaching the limit of allowable absences. Specifically, the number of absences they can still afford is less than 10% of the days remaining.
Behind – The participant no longer has enough days left to meet the requirement. For example, if 7 of 10 days are required and they already have 4 absences with only 3 sessions remaining.
These statuses help identify participants who may need outreach or intervention to stay on track for successful program completion.
Step 2: Save and Manage Terms
When all details are complete, click Save. Your new Term will now appear in the Class’s Term table, and the system will begin generating its Attendance Table in the background.
From this table, you can:
Click the eye icon to view Term details or take actions like enrolling participants and tracking attendance.
Use the kebab menu (three vertical dots) to edit, delete, or duplicate the Term.
Important: Deleting a Term permanently removes all associated attendance data. Be cautious when deleting Terms that have existing attendance records.