Welcome to Apricot! This guide is intended for clients who choose to self-implement in Apricot Essentials, meaning you are not working with our Professional Services experts. Following this guide step-by-step will ensure that you configure your new Apricot Essentials site with all the features and functionality you need to start entering and reporting on essential data.

Prep:

Apricot Data Entry:

1. Starting Strong with Apricot

2. Navigating Apricot with Ease

3. Tracking Participants’ Progress

4. Article: How do I create a new record?

Understanding Programs and Program Enrollment

1. Article: Understanding Record Program Assignment

2. Article: What are program enrollments in Apricot?

Reviewing: Prebuilt Apricot Forms

• Individual Service Plan

• Household

• Pantry

• Job Placement

• Volunteer

Step 1: Edit Prebuilt Forms

Creating Forms

1. Article: Blueprint forms

2. Article: Batch Records (for taking class/group attendance)

3. Complete: Entering Attendance via Classes & Terms+ OR Entering Attendance via Registration Grid

Any field that is not gray in the title can be edited. If you find gray ones you do want to edit, let us know and we can help. Feel free to customize and add additional fields for things you’d like to track beyond our templates.

Update Lookup Lists

1. Sites & Programs

   1. Primary Reason for Exit

   2. Sites

   3. Programs

2. Class Profile & Attendance

   1. Attendance Status

   2. Classes

3. Services

   1. Services Provided

4. Pantry Service Log (if using this module)

   1. Other Items

   2. Clothing

Update Referral Email Trigger

1. Go to Standard Forms > Under Participant

2. Edit the Referral form

3. Update the Email Trigger with org relevant information

Step 2: Build New Forms

You can build a new form for anything not already in the system. Be sure to review available forms in the Template Library as this will provide ideas and starting points for building forms.

1. Administrator > Form Designer > Templates

2. Follow along: Working with Form & Report Templates

Anything you are tracking about a Participant should ideally be a Tier 2 form underneath to be filled out with each interaction.

1. Read: How do I create a new form?

Step 3: Programs & Roles

Access to data in Apricot is controlled by Programs and Roles. Customize the existing Programs to match what services your organization offers.

Set up Roles based on the different types of staff that might access your data with what they need to see:

1. Understanding Roles

You will also likely want to make sure your form settings put new data in the right programs:

1. Article: Form Permissions

2. Article: Program Assignment Settings

Network Referrals

1. Article: Opting into Network Referrals

2. Article: How to use Network Referrals

3. Article: Out of Network Referrals

Step 4: Data Entry

Enter Staff/Volunteer Profiles

• Create records under Staff/Volunteer Profile

Import existing data from your other system into Apricot

1. Complete: Uploading Data into Apricot

2. Follow along: Create Tier 1 Records

3. Follow along: Create Tier 2 Records

Enter in Referral Agencies (If not using Network Referrals)

• Create records under Referral Organization Profile

Step 5: Roll Out to Staff

Have staff register for Bonterra Academy:

Go to Bonterra Academy

Open the following link in your browser: https://academy.bonterratech.com/

Sign in

Select "Sign In" in the upper-right corner of the page.

Sign up for Bonterra Academy

On the login page, locate the Bonterra Academy Login section and select "Sign Up."

Note: Existing Bonterra Academy users can log in directly without creating a new account.

Create your account

Important: Complete the sign-up form using the same email address you use to log in to Apricot. This will ensure your access is applied correctly.

When prompted to select a product, choose Apricot from the Product User dropdown.

Step 6: Demonstrate the data entry process for staff

Utilize the Basic Essentials Solution Design provided below or create your own, as a visual reference for new staff members.

How do I self-implement Apricot Essentials? | Where do I start setting up Apricot Essentials? | What steps are needed to implement Apricot Essentials? | Why can’t I complete self-implementation of Apricot Essentials? | How do I configure my site after signing up for Apricot Essentials? | What do I do after implementing Apricot Essentials? | What support is available during Apricot Essentials self-implementation?