Programs and classes help your team track learning, participation, and ongoing services.
A program is a larger offering or path, such as parenting education, mentoring, or another service your organization provides.
A class is a enroll in once, such as a 10 week parenting seppories.tunity A session is a single that clients enroll in once, such as a parenting class of that class, for examr suple week 3 of the ser have multies. Keep ple two Sessiondividuasl semeetine attendance is takente:
Opening a class takes you to its Overview, a hub for everything about that offering:
The next (or today's) session, with a Take attendance shortcut straight to that session's roster.
A snapshot of enrolled clients.
A Register client button to enroll someone in the class.
A Manage sessions link to see or add meetings.
Because enrollment is at the class level, you only register a client once for the whole series. Attendance is tracked separately for each session.
A session is one meeting of a class, for example "Week 3 - Bottle Feeding." Sessions do not have their own menu entry; open them from a class's session list or from Recommended Actions. Each session page defaults to its attendance roster.
A registration records that a client enrolled in a class. You can register a client directly from a class's Overview, which is the fastest path. Registrations also stays available from the module menu so you can search and report on enrollments across every class.
Registration happens at the class level. A client registers for the class one time, not for each meeting.
Attendance happens at the session level. Staff mark who showed up for each individual meeting.
Opening a class takes you to its Overview tab first. This hub view is designed so staff rarely need to leave the class record to do their most common tasks:
Register client enrolls a client in the class.
Take attendance jumps straight to the roster for today's or the next upcoming session.
Manage sessions opens the full list of meetings under the class.
The Overview tab also shows the next scheduled session with its date, time, and location, along with a snapshot of enrolled clients. The header at the top of the class record summarizes the schedule (start date, time, and number of sessions) and enrollment count, and offers the same Register and Take attendance actions.
Opening a session shows a "Back to class" link and a "Part of <class name>" line so it is always clear which class the meeting belongs to. The attendance roster on a session shows how many clients are enrolled and how many have been marked so far (for example, "12 enrolled · 9 marked"), and lets you mark attendance for everyone or register a client for the class without leaving the page.
The Registrations and Attendance entities are still available from the module menu for searching and reporting across every class or session, but day-to-day work should start from the class or session:
Register a client for a class from the class hub, then use the Registrations list only when you need to search or report across many classes.
Mark attendance from a session, then use the Attendance list only when you need to search or report across many sessions.
When you register a client from inside a class, the Class column is hidden from that class's registrations list since it would just repeat the class you are already viewing.
Classes can be linked to a benefit type that awards a fixed number of material support points when attendance is recorded. When a class is set up with a benefit type, the Record Class Attendance dialog shows how many points will be awarded and adds the award automatically when you submit.
Staff can record a client's attendance from the Points tab on the client record. If a class has no points configured, recording attendance does not add points. Use Give Points on the Points tab if you need to add a different amount.
Recording attendance date
When you select a dated session, the Date field uses that session's date and is read only. Staff can see the effective date before submitting.
If there is no selected dated session, today is used.
If you change the selected session, the Date field updates to match the new session.
You can link a class to a benefit type so recording attendance can also award client points.
Only active benefit types that belong to your organization can be selected.
If a class has no benefit type selected, recording attendance adds the attendance entry only. No points are awarded.
Use the Record Class Attendance quick action (from a class, a session, or a client's Points tab) to capture attendance. When the class has a benefit type, CoolFocus also awards that benefit once.
Requirements and behavior:
The client must have an active CPC case.
If the class session does not have a start date and time, you must provide the attendance date when recording it.
If a visit for that client, case, center, and calendar day already exists, the award links to that visit. If not, CoolFocus creates a visit for that date on the client's active case.
Submitting the same attendance twice does not double award points. A duplicate submit records nothing new and is reported as already recorded.
A class's Recommended Actions include "Register client for class" and, when there is a session happening today or coming up, "Take attendance" for that session. Recently held sessions that still need attendance recorded also appear here.
Keep program and class names easy for staff to recognize. This makes reporting and check-in easier later. Register clients and take attendance from the class Overview whenever possible - it keeps enrollment and meeting attendance clearly separate.
