Register Attendees for a Group Session or Workshop
Table of Contents
Registration and attendance for Group Sessions are managed using Counseling/Education records. In this article, you'll learn how to use HomeKeeper features to register an attendee from their Service Files and from the Group Session.
Registering from a Service File
Navigate to the Service File
- First, find the Service File belonging to the client you'd like to register for.
- Any Record Type - Homeownership, 1-1 Counseling, Group Education, or Assistance - is able to register.
NOTE: Each Attendee will need a Service File in order to register! If you need to create one, follow this guide on Manually Entering an Applicant.
CAUTION: If someone is only engaging with your organization as a Group Session Attendee, and not participating in other activities such as counseling or home purchase, you can enter minimal data by using the Group Education Only Service File Record Type.
- Once you're in the Service File, ensure there is at least one Application Household Member record (for the Primary Applicant or attendee) in the Related tab or Applicant Info Tab.
Register for a Group Session
- Click the "Register for Group Session" button. This action creates a Counseling/Education registration record along with the required fields.
CAUTION: If you can't find the button, you have to add it to the Page layout, under Mobile & Lightning Actions, if it wasn't completed during configuration. You can reach out to support@myhomekeeper.org for assistance.
- Find the Group Session you'd like to add the attendee to.
- You then have to add the Household Member who will attend the session.
WARNING: Household Member records must have an associated Contact record to register for a course. These are automatically created for Applicants and Co-applicants, but must be manually created for other Household Members.
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Add additional details needed for the registration.
- If you're reporting to HUD, be sure to input:
- All “Session Start” information (this refers to the attendee's address at the time of the session)
- Add HUD 9902 Income Level
- Rural Area Status
- Check off “Report to HUD”
- If you're reporting to HUD, be sure to input:
- Click save, and they're registered! The Group Education record will appear in the Related tab.
Register for Multiple Group Sessions
On occasion, you might refer clients to attend multiple Group Sessions. We've created a feature that allows you to register for up to 4 Group Sessions at a time, most commonly used to register for a series.
Use the button "Register for Multiple Group Sessions." This action creates the Counseling/Education records along with the required fields.
The dialog box comes up to enter information - first, find and add the Household Member attending the Group Session.
Next, find the Group Sessions you'd like to register them for.
Once you've selected the Group Sessions, click Save & Return to Service File. Multiple Group Education Records should be created here:
Common Error Messages
We've implemented Validation Rules to ensure HUD compliance - these rules prevent you from saving or reporting to HUD if these conditions aren't met:
- Duplicate registration - prevents the same Household Member from being registered twice:
- Billing multiple attendees from the same household to HUD - prevents you from checking “Report to HUD” on more than one registration per household. Only one attendee from each household is reportable.
