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What is Program Roll Up and Roll Down?

  • February 4, 2026
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Record navigation in Apricot requires that a user have access to a Tier 1 record to be able to access an associated Tier 2 record. As a result, the Tier 1 and Tier 2 records must have the same program assignments for users within those programs to be able to access both.

 

When a user assigns a new program to a Tier 2 record, Apricot will automatically assign its associated Tier 1 record to the same program if it wasn’t already assigned. This is referred to as ‘Program Roll Up’. Any users that should have access to view the Tier 2 record should also have access to view the Tier 1 record.

 

If the Tier 1 record is not already assigned to the program, the following message will display in the ‘Assign Programs’ pop-up window when editing the Tier 2 record’s Program Access: "The Tier 1 record(s) will also be added to this program."

 

Note: The below screenshots display a 'Case Manager' section that is available for organizations on Role-Based Permissions utilizing Caseloads. Organizations utilizing User Record Level Access (User RLA) on Legacy Permissions will instead find an 'Owner' dropdown field in this pop-up window.

 

11475277-What_is_Program_Roll_Up_and_Roll_Down-image.png

 

When removing an assigned program from a Tier 1 record, Apricot will automatically remove the program from all Tier 2 records that were also assigned to the same program. This is called ‘Program Roll Down’. Once again, Tier 2 records cannot be assigned to a program that is not assigned to the Tier 1 record, as users must be able to access both.

 

If there are Tier 2 records assigned to a program you’re removing from the Tier 1 record, the following message will display when editing the Tier 1 record’s Program Access: “_ (number of) Tier 2 record(s) will also be removed from this program.”

 

11475277-What_is_Program_Roll_Up_and_Roll_Down-image_1.png

 

What else do you need help with?

 

What is Program Roll Up in Apricot? | What is Program Roll Down in Apricot? | How does Program Roll Up work between Tier 1 and Tier 2 records? | Why can’t I assign a Tier 2 record to a program in Apricot? | Why does Apricot add the Tier 1 record when I assign a program to Tier 2? | What happens to Tier 2 records when I remove a program from Tier 1? | How does program access affect record visibility in Apricot?

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