Apricot Participant exit and reentry dates (site vs programs)

Happy Friday ​@Shai Wise ! 

I am glad you are thinking about this to ensure you get the data you need to report on accurately, and you should be able to accomplish this with Apricot. 
 

A couple considerations first:

• For reporting on Enrollments (no matter which way you are tracking them) the most important thing is that you capture an Entry and Exit Date. This needs to be in a form or feature, not based simply on Program Assignment. Moving Participants (and records) between Programs in Apricot doesn’t capture a date for reporting.
• Program Assignment, i.e. where a record lives and who can access it, while related to Program Enrollment, is a separate thing. You may have set up your Sites and Programs to match, which is good, but you still need the separate way of tracking Entry and Exit (and Reentry). 
  • More on the difference between Program Enrollment and Assignment: 

     

Recommendations for your situation:

To make sure I am understanding, it sounds like you are looking to add some hierarchy to your Enrollment tracking. So both when someone is enrolled at a Site and then when they are enrolled in Programs at that Site, correct? If that’s the case, I would consider one of these two options:

• You could use two Tier 2 forms, one for Site Enrollment and another for Program Enrollment. I would link the two so you know which Programs are related to which Site and which timeframe if they exit and come back at either level. This allows for capturing multiple program enrollments within one site. It also allows for seeing a site enrollment without requiring a program enrollment if you need to reflect on these milestones separately.

• If you want to use our Enrollments feature, that is the other option, but you’ll still need a separate Tier 2 for the two levels. Depending on how you set up your Programs in Apricot, that will determine if the Enrollments feature is your Site enrollment or Program enrollment. Then you can link a Tier 2 for the other level. From a reporting perspective, as long as you pull in the Site level first and then the Program level, it doesn’t matter which route you go.

• When it comes to reporting, this will mean you are looking at pulling in more forms which can make reporting more complicated. However, if you use linking, you should be able to streamline the results. If you are also hoping to link Service Tier 2s within this hierarchy, I would include that at the program enrollment level and just be mindful when reporting of how many forms you are pulling from. 
  • Here is info on reporting on Enrollments with linked Tier 2 data: 

     

  • Here is how you do the same with just Tier 2 forms: 

     

I hope that helps!