Creating Records with a Registration Grid 

The registration grid allows a user to create multiple Tier 2 records for multiple Tier 1 records at the same time, using a grid that can be easily and quickly completed. Records created using the registration grid can be viewed either in the grid format or within the Tier 1 document folder.

Batch Records vs. Registration Grid

Apricot has two functions that allow you to create multiple Tier 2 records for different Tier 1 records: Batch Creation and the Registration Grid. There are two major differences between the two:

  1. Batch Records: Allows you to create the same exact Tier 2 record for multiple Tier 1 records. All Tier 2 records are exactly the same and cannot be edited through this feature.
  2. Registration Grid: Allows you to create Tier 2 records for multiple Tier 1 records. These Tier 2 records can be different and can be edited through this feature.

When to Use Registration Grid

We suggest to use the registration grid when you know you will need to create multiple tier 2 records for many different tier 1 records and these tier 2 records might be different. For example, as you see in the screenshot above not everyone is Present, so attendance records is a perfect example of why you may want to use this feature. Please note, there are some limitations with the registration grid to keep in mind which may prevent you from using this feature:

  • The registration grid does not enforce data validation. For example, if you have a Numeric field with a minimum required value of 5, if a user puts in 3, it will let them enter that data.
  • The registration grid does not allow linking
  • The registration grid does not work with most dynamic dropdowns

Set up - Form Structure

To use a registration grid that has already been configured and set up, you will need to identify these three forms in your Apricot database:

1. One Tier 1 form to track the "registrants" or people who be attending the event or class contained in the registration grid. You will be linking or "registering" these people for class attendance.

2. One Tier 2 form under the registrant Tier 1 form to record details of attendance or participation. You will be creating multiples of these records every time you fill out a registration grid.

3. One Tier 1 form to track information about the class or event that the registrants will be attending. You will open a record of this form to access the registration grid itself.

Enter Data in Registrant Tier 1 Form

In order for the registration grid to work, you must already have registrants entered into the system.

1. Click the My Apricot tab.

2. Select the registrant Tier 1.

3. Double check that records have been created for each of the people who will be registered for a class.

+ Enter Data in Class Tier 1 Form

In order for the registration grid to work, you must already have at least one class entered into the system.

1. Click the My Apricot tab.

2. Select the class Tier 1.

3. Double check that records have been created for the class that will be used in the registration grid.

Once you have entered data for each of the Tier 1 forms, you are ready to use the registration grid to create multiple records of the attendance Tier 2 form.

1. Click the My Apricot tab.

2. Select the class Tier 1 form.

3. Open one of your class records for editing. You will be linking or "registering" the registrants who have attended this class.

+ Add Registrants with the Link Field

1. To the right of the link field that links this class record to the registrants, select Add. This will allow you to add the names of people who have attended this class.

2. Click on the names of the people you would like to add as having attended this class. Everyone you select will appear in the registration grid.

3. Save record.

4. Select "Record Attendance" to access the registration grid. Note: This button may be titled something else in your setup, as you name it on the Registration field type in the Standard Designer.

The Parts of the Registration Grid

1. The name of the class: The records you create will record information about this class for the people you select.

2. Registration: A date field that shows the starting date for your grid of classes. It will always default to today's date, but if you are recording data for a week (Monday through Friday), it may be useful to set this to a previous Monday's date. Note: make sure the proper date format is being used MM/DD/YYYY. If someone enters MM/DD/YY, for example, the registration grid will still allow you to enter data and give you the "successful" message but the data will not actually be there (no data validation).

3. Shows how many days are being included in your registration grid.

4. If you make any adjustments to 2 or 3, click this reload button to reload the registration grid with new dates.

5. This column shows the names of the registrants.

6. This row shows the dates.

7. The gray row at the top is a short cut; anything you fill out in this gray row will be filled out exactly the same for the entire column.

8. The gray row on the right is a short cut; anything you fill out in this gray row will be filled out exactly the same for the entire column.  Any of the data entered into the grid can be edited individually before saving.

9. The small trash can icon in the box allows you to delete this record from the registration grid if it was added in error.

10. The small document icon in the box takes you to the client's document folder.

11. When you have entered the necessary data, select Save Records.

You have just created a unique attendance record for each of the registrants using the registration grid.

Tips and Hints

  • There is no data validation at all (minimum or maximum values, character limits, duplicate checks, etc are ignored
  • It is extremely important to use the proper date format of MM/DD/YYYY or records may not save correctly if at all
  • If a row is not clicked at all, for example you didn't click Absent or Present for Suzy Smith, a record will not be created for her. The registration grid will not just create a blank record for those cells which were skipped
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