You are here:
Schedule Benefit Sessions
A benefit session is an instance or occurrence within a benefit schedule. A schedule can have one or more benefit sessions based on the benefit selected. Benefit schedules are commonly used for activities such as classes and support groups that meet on a regular recurring schedule. For example, you can create a benefit schedule for a 10-week long class on Tuesday night that consists of 10 benefit sessions—one every Tuesday.
Required Editions
| Available in: Education Cloud, Nonprofit Cloud, and Public Sector Solutions. View edition availability. |
| User Permissions Needed | |
|---|---|
| To schedule benefit sessions: | Advanced Program Management permission set OR Education Cloud Full Access permission set |
Before you schedule benefit sessions, take these points into consideration.
- To avoid errors, don’t remove the Enrolled value from the Status picklist on the Benefit Disbursement object.
- Salesforce creates a benefit session for every occurrence in the benefit schedule with a status of Scheduled. These records can't be updated due to their Scheduled status.
- The Benefit Schedule record can't be changed if the status is set to Scheduled. To change the schedule, delete all of the benefit sessions first. You can't modify the schedule if there's a benefit session scheduled.
Schedule One-Time or Recurring Sessions
Create benefit schedules by using a guided flow. Here’s how you can schedule a weekly parenting class.
- In the Program Management app navigation menu, select Benefits.
- Click the name of the benefit that you want to schedule.
- Click New Benefit Schedule.
-
Enter a name for the benefit schedule.
For example, Wed Night Parenting Class.
-
Enter a benefit quantity.
This is the default quantity of the benefit delivered in a single session.For example, if your parenting class is 2 hours long, the default quantity is 2. Enter the default quantity now to save time when you take attendance later.
- Enter the date of the first benefit session in the schedule.
- Select the session start time and session end time.
-
Select the session recurrence frequency, days of the week, and when the benefit
schedule ends. Here are a few examples.
- To schedule a single Wednesday session: In Session Recurrence Frequency, select Weekly. In Days of Week, select Wednesday. Select After, and in Number of Sessions, enter 1. Alternatively, select On, and then in Last Session Date enter the date of your last session.
- To schedule 20 sessions that repeat daily on weekdays: Select Weekly as the session recurrence frequency. In Days of Week, select Monday, Tuesday, Wednesday, Thursday, and Friday. Select After, and enter 20 as the number of sessions. Alternatively, select On, and then in Last Session Date enter the date of your last session.
- To schedule four sessions that repeat weekly on Mondays: Select Weekly as the session recurrence frequency. In Days of Week, select Monday. Select After, and enter 4 as the number of sessions. Alternatively, select On, and then in Last Session Date enter the date of your last session.
- If needed, enter the maximum participant count.
- Click Next.
-
Review the schedule, and save your changes.
Salesforce creates a benefit session for every occurrence in the benefit schedule with a status of Scheduled. These records can't be updated due to their Scheduled status.
Schedule Irregular or Infrequent Benefit Sessions
Schedule infrequent or irregular benefit sessions by creating a benefit schedule and then adding benefit sessions. Use this approach for sessions that aren’t on a regular cadence. For example, a caregiver's counseling benefit is scheduled according to the availability of the support group leaders, so schedule each benefit session separately.
- In the Program Management app navigation menu, select Benefits.
- Click the name of the benefit that you want to schedule.
- On the Benefit Schedules related list, click New.
- Enter a name for the schedule.
- Enter the default benefit quantity for the benefit session.
- Select the first session start and end dates and the times.
- Save your changes.
- Go to the Benefit Sessions related list, and click New.
- Enter a name for the benefit session.
- Select the start and end dates and the times.
- Select Scheduled as the status.
- Save your changes.
