Drop-In Registry

Most workflows are a funnel: people move forward, step by step, until they finish. This one isn't. It's a registry — a simple list of everyone who takes part in a program, with no application, no waiting stages, and no graduation.

Use it for the programs anybody can walk into: a prevention class at a school, an open support group, a community workshop with no sign-up. Nobody enrolls in advance, so there's nothing to chase — you just need to know who came, and how many times.

Why use it

A funnel-shaped workflow gets in the way here. Every step it adds is a step somebody has to move a case through, for a program where nobody is waiting on anything. Staff end up with a board full of cases parked in a stage that means nothing, and the real question — how many people did we serve this quarter? — gets no easier to answer.

The registry drops all of that. A person is registered once, with whatever demographic details you collect, and they simply stay a participant. Attendance does the rest.

What it covers

• Participant — registered in this program. That's the whole working step. Nothing is ever pending, and nobody needs to move a case along.
• Aged out — for filing only, when someone passes the age range the program serves. It's something you apply by hand, never automatically, and it never stops anyone from checking in. If they come back, Returned puts them straight back to Participant.

That's it — two steps, no requirements, nothing to fill in before a case counts.

One registry per group you serve

Programs that run by age band (say elementary, youth, and young adults) usually create the workflow once per band from this same template, and name each one for its band. Each program then points at its own registry, so the check-in search at the door only ever offers the right people.

It's built for drop-in groups

This template is the intake half of a pair. The other half is a group set to Drop-in attendance mode, where people are checked in at the door and are added to the roster on their first visit.

→ Drop-in groups walks through the whole flow: setting one up, checking people in, counting the people who'd rather not give a name, and getting your totals at the end of the quarter.

→ New to templates? See Using templates for how to create a workflow from one and make it yours.