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Assign Participants to Schedules and Sessions
Add participants to all benefit sessions in a schedule, or to selected sessions. To identify the participants added to a benefit schedule and to plan logistics for the schedule, use the list of benefit schedule assignment records. The list also helps you distinguish scheduled participants from the participants added to a benefit session.
Required Editions
| Available in: Education Cloud, Nonprofit Cloud, and Public Sector Solutions. View edition availability. |
| User Permissions Needed | |
|---|---|
| To add participants to benefit schedules and sessions: | Advanced Program Management permission set OR Education Cloud Full Access permission set |
Add Participants to a Benefit Schedule
When you add participants to a benefit schedule, they’re automatically added to all benefit sessions in the schedule.
After you add participants, Salesforce creates these records for each participant:
- Benefit assignment, if it doesn't exist.
- Program enrollment, if it doesn't exist.
- Benefit disbursement, one for each session.
- Benefit schedule assignment.
To add participants to a benefit schedule:
- From the App Launcher, find and select Benefit Schedules.
- Select a benefit schedule, and then click Add Participants.
-
In Choose Participants from, select Accounts,
Contacts, or Program Enrollments.
Note You can select participants from only active program enrollments. To change this, go to Program and Benefit Management Settings in Setup. Then turn on Allow benefit assignments with inactive program enrollments. - Search for and select a participant, or select a participant from the list.
- Save your changes.
Add Participants to a Benefit Session
You can add participants to a single benefit session and track their attendance.
- From the App Launcher, find and select Benefit Sessions.
- Select a benefit session, and then click Add Participants.
-
In Choose Participants from, select Accounts,
Contacts, or Program Enrollments.
Note You can select participants from only active program enrollments. To change this, go to Program and Benefit Management Settings in Setup. Then turn on Allow benefit assignments with inactive program enrollments.
- Search for and select a participant, or select a participant from the list.
- Save your changes.
Remove Participants from Benefit Schedules or Sessions
Accommodate schedule changes by removing participants from a single session or from all upcoming sessions in a schedule.
- From the App Launcher, find and select Benefit Sessions.
- Select the benefit session, and then click Remove Participants.
- Search for and select a participant by name, or select participants from the list.
-
Select Remove from this session or Remove from this and
following sessions.
You can remove participants who have a status of Enrolled and if the session isn't complete. Removing people from a session updates the end date time on the participant’s benefit schedule assignment records.
- Click Remove.
