Apricot Community

I’m running into an issue with Impact Hub. I’d like to evaluate whether it will meet our organization’s needs, but it appears that I’m unable to connect it to our Sandbox Site to pull test data from the new forms I’ve created.During a webinar, I asked about this and was told that Impact Hub would be able to pull data from our Sandbox Site. If that’s not possible, how am I supposed to evaluate this feature before deploying anything to production?One of my goals is to understand how Impact Hub’s reporting capabilities should influence the design of the forms I’m building as part of our system overhaul. I want to test it using the forms I’ve already configured in the Sandbox Site so I can determine whether the form design supports the reporting and analytics we’ll need before we finalize our implementation.Can you clarify whether connecting Impact Hub to a Sandbox Site is supported? If so, could you explain how to set it up? If not, what is the recommended way to test and validate reporti

Hi!I am trying to build out a report that looks at data from two different Tier 1 forms (Participant Profiles and Events). My Participant Profiles report is looking at services provided, so it already has two different Tier 2 forms included underneath it on the report, and then to see the information that I need for the Events report, I have to include a separate section where Participant Profile is still the root form, but I also bring in the Tier 1 Events form and the Event Attendance form (that lives as a Tier 2 under the Participant Profile form). I need to find a way to deduplicate these two sections with each other. So, for example, if a participant received a service (first section of report) and attended an event (second section of report), I don’t want to count them twice. Is that something that would be possible?Best,Hollie

I need to calculate a date 6 months from a date in my data. What formula can I use? I have a report that was submitted and want to know when it has been 6 months, so that I can remind my team to complete another. I am wanting to use ARR and send it out at a regular cadence. 

Hi folks! Ready to work smarter, report faster, and build stronger practices? August brings sessions designed just for you—plus our first-ever Community Connect event! Pick your topics and register below. 🚀 Training EventsAug 5 | Product Updates Stay in the loop on what's new, including the new Registration Sign in/Sign out Grid and upcoming Que Skills: Note Capture and Early Intervention Signals.Aug 12 | Know Your Tools: Apricot's Reporting Options and Report Organization Zoe Rivkind, Sr. Advanced Support Consultant, walks through how to navigate Apricot's reporting options and build an organization system that actually holds up.Aug 19 | Ask the Experts: Clean Data, Stronger Reports Get your data and reporting questions answered with our Experts. ✨ Community Event ✨We’re excited to have our first ever Community Connect event this month! Join peers to explore AI in case management, share what it means for your work, and how Apricot is integrating Que. Register below to join the conver

Hey there! Thanks to everyone who joined our coaching event yesterday 7/29 on the topic Setting Up Your team for Success: From Onboarding to Ownership.Our coaching session covered ways to strengthen your team’s onboarding onto Apricot/ETO. When your team feels confident and owns their tools, they work better and serve clients better.Some key takeaways from the session:Teaching the “why” to help staff understand the purpose behind using the system Find your Power Users to serve as your peer trainer Mine the first month of users for insights and feedback to strengthen your training materials Make wins visible to build on the energyHere are a few things you can put into practice before your next training session: If you missed the coaching, you can rewatch it here: Setting Your Team Up for Success: From Onboarding to Ownership

About a week ago, we stopped being able to send referrals using the built-in internal referral tool in Apricot, clicking on ‘Create Referral’ does nothing.I’ve tried using Apricot help for it, but they just keep saying that the ticket has been closed and marked as solved, but refuse to do anything to actually help.

Is there a way to duplicate a pre-existing form you have that does not exist in the Templates list? This form lives in my Standard Forms and I would like to duplicate it so I can use something very similar without recreating it all over again. 

My calendar doesn’t appear to be working, and I continually get an error saying it is unable to open. It says to contact support or administrator for assistance.

Has anyone had a chance to use the Participant Snapshot in Que yet? Would love to hear honest first impressions - what's working, what's not, what surprised you.  Participant Snapshot is a skill in Bonterra Que that generates an AI-powered summary of a participant's recent activity directly inside Apricot. This could be helpful for handoffs and coverage, reviewing a profile pre-interaction, and getting oriented with large caseloads! If anyone’s interested in learning more about this skill, you could now sign up for a training. Register here: Apricot Participant Snapshot Que Stay tuned as more Que skills roll out soon!

The recording from our Apricot Optimization Lab is now available, and I wanted to pull out a few things worth keeping in mind as you explore these features in your own setup! A few things to remember to help optimize your system: Post-implementation is a good time to revisit your forms — converting free-text fields to dropdowns where it makes sense will pay off in your reports later Advanced Access and Caseloads both require Role-Based Permissions to be enabled first Smart Lists create one source of truth for dropdown values across your whole database — if your values aren't consistent, your reports won't be either The standardized Referrals feature is ready to use out of the box — no configuration needed, and reporting tends to be more consistent than a custom Tier 2 form Connect lets participants update their own information through a mobile-friendly portal — admins control exactly what they can see and edit  Watch it here: Apricot Optimization Lab: Unlock Apricot's Most Impa

Summer's the perfect time to ask: Are your workflows actually working, or have you just been living with chaos because there hasn't been time to fix it?If you missed our Streamlining Workflows coaching, rewatch it here: Streamlining Case Management Workflows: How Strategic Processes Multiply Team Efficiency ✅ What We Covered:Case managers lose 5–8+ hours/week to duplicate data entry Six pitfalls: Data silos, inconsistent intake, duplicate entry, manual reporting, unclear case ownership, no real-time outcome visibility A four-step framework to streamline your workflow 🎯This Week's Challenge: Pick one high-volume intake process. Find where data gets re-entered twice. Assign one owner to referral hand-offs.❓What About You? What workflow are you thinking of streamlining next? Is it intake? Case handoffs? I'd love to hear what's on your teams' minds.

I am having a hard time understanding what the Milestones/Goals field is actually for. It seems like it is just a masked radio button field with preselected backend values (1 through 10) and colors associated with each option. I don’t understand why the colors that were chosen for each option are what they are, and it doesn’t seem like you can change them. I am just having a hard time understanding why this is a separate field type than the masked radio button field type. It doesn’t seem like the Milestones/Goals field type is actually that helpful to track Milestones/Goals, and there is very little information about the field type in the Help Center part of this site. Any insights as to what this field actually does, or why it exists as a separate field type than the masked radio button field type would be appreciated!

I would love to hear how other after school programs, or any student programs, go about registering Students for new terms each summer/school year.Each term, we need to make sure each student has up to date profile information, as well as a parent agreement form signed. We use intake forms to gather this info, but run into the issue that it can only be used to create NEW tier 1 profiles. Our workaround is to create a “dummy” tier 1 that mirrors our main Student Profile Tier 1, and then perform an import to update/create new records based on duplicate checks.This is fine, until the import is completed and we have various students looking to register mid-way through the term, and have to perform an import every time.Can other orgs please weigh in on how you are using Apricot to register/sign up new and existing students?

Hello, I oversee a program that integrates behavioral health into primary care (specifically using the AIMS model of Collaborative Care).  I was curious to connect with others using Apricot for behavioral health, especially in this type of setting, to hear how you are using it. Thanks!

I’m trying to create a custom, branded theme in the Impact Hub so that we can build report-ready visuals. I can go through the whole process of creating a theme, but when I click Save I just get this error message.  

Is there a way to delete multiple reports in native reporting or do they have to be deleted individually?I inherited a situation where there are a large number of reports set up that have never been used and I want to clean things up

Closing out the quarter can make us pause and think about the bigger picture — not just what we did, but who it actually reached. Curious what that number looks like for others right now, even just a rough range! 

Hey everyone!I wanted to share a great resource in case you're looking to learn more about Impact Hub or dive deeper into specific features.You can find our Impact Hub training courses in Bonterra Academy to access self-paced lessons, best practices, and helpful tips to help you get the most out of the platform. 📚 Browse the Impact Hub Course Library here: Impact Hub TrainingsGetting Started with Impact Hub Mastering the Basics of Impact Hub Report Building Basics in Impact Hub Report Filters in Impact Hub Formatting Reports in Impact Hub  Happy learning, and as always, feel free to share your favorite courses or training tips with the community. 😊

Are there any other agencies in the community who have signed case plans stored in Apricot? If so, how are you documenting progress made towards goals outlined on that plan without modifying the plan itself? Has anyone figured out a better solution than mixing those updates in with general case notes?We have other solutions for programs that don’t need the original plan to be signed / locked at intake but for programs that involve therapy / counseling we’re running into the issue of needing the initial signed case plan to stay static.

Which of these slows you down the most?⏱️ Hunting through case files before a meeting📝 Writing detailed notes after every session📊 Pulling participant snapshots for reporting📋 Duplicate data entry across multiple systems✍🏽 Overly long forms that slow you down✅ Too many required fields🗺️ Confusing navigation🤚 Manual work that could be automated🔍 Something else?👇 Reply with:• The task that kills your time• How long it usually takes• What you'd do instead if it were faster

One of my “universes” is a school profile as the Tier 1, with several different pre-tests, post-tests, presentation evals, etc. as Tier 2s, for different in-school programs we deliver. Though the questions are different, each of those Tier 2s has the same group of general and demographic questions: date, grade, race, gender, etc. But a Data Standard can’t have duplicate field names, even on different forms. So, short of giving each field a specific name (eg, Program 1 Date, Program 1 Race...), I guess my only option is creating a separate Data Standard for each program (School Profile + Program 1 Tier 2, then School Profile + Program 2 Tier 2, and so on), right? I may have answered my own question just by typing through this, but wanted to see what other people were doing.

Hello, We have a form that is used for program registration. When I run a report to view the registrations, I cannot see any of the information, but I’m the only one on the team that can’t see the information. The person who has administration access is looking at my access and from my profile of view and can’t understand why I can’t see the information. I cleared my history, cookies, cache, used a different browser but still no information is viewable to me. But I can run reports for other forms and information.  

Hey all! We’re starting to plan our Coaching and Ask the Expert events for the next quarters and would love your input.Coaching events feature a short presentation on a case management topic followed by an Apricot demo. Ask the Experts events are panel-style, where experts tackle your pre-submitted questions about Apricot.Please share in this thread what topics would you be interested in attending a session on.  If you haven’t attended one of our sessions - check out our Events page here!

We are experiencing an issue on one computer in our office when accessing Apricot. After logging in, the session remains active for approximately 30 seconds before automatically re-authenticating and prompting the user to log in again. This process repeats continuously, preventing normal use of the system.The issue appears to be isolated to this specific computer. Could you please assist us in troubleshooting and resolving this problem? It will do this with any login name and password.

The way we have Apricot set up is to have our program site and then programs enrolled in under that site. If we want to track participants when they exit and reenter our site as well as program enrollments and exits under each period they are onsite how do we do this?We are a program focused correctional institution and so tracking both is important for our reporting.