Important: Please reach out to the ETO Support team via chat or email to request this feature be turned on for your organization!
Setting up program capacity will allow the organization to have a better handle on the number of Participants they are serving versus the number of Participants that the program has the ability to serve at any given time.
This feature gives you the ability to set the number of active Participants allowed into a program at any given time. An organization will be able to set a number for the capacity and the date range that it should be in effect. This will allow for some flexibility if an organization knows they will have more resources during certain times of the year compared to others. Adding a capacity to a program will be enforced when adding/enrolling a Participant and when making referrals to the program.
In-Depth Instructions
Step 1 – On the Navigation Bar, click "Site Administration". Then select "Manage Programs".
Step 2 – Find the program you wish to work with and click Edit in the Take Action column.
Step 3 – Click the Participant Capacity tab.
Step 4 – Enter the maximum number of Participants the program can have and the dates between which that number is in effect.
Step 5 – Click the Add Capacity button.
Step 6 – If there is already a capacity set for those dates, you must confirm that you want to overwrite that data. Click the Continue button on the pop-up to confirm that you wish to change the capacity.
Step 7 – The capacity you have set will show on the calendar on this page. You can move to a different month using the arrows at the top left of the calendar.
Step 8 – Click the Show Forecast button at the bottom of the calendar to show the projected number of Participants in your program over the capacity number you set.
This number is based off of program start dates, projected program end dates, and program end dates of Participants in your program currently.
The forecast will be skewed if a large number of Participants have not been given a projected end date, so be sure to enter a date for Participants when possible.
Blue numbers are forecasts that are within the set capacity.
Red numbers are forecasts that exceed the set capacity.
The Show Forecast button is a toggle. It will change to "Hide Forecast" when the forecast is enabled. Click it to hide the forecast.
Step 9 – Decide how you would like the program to enforce capacity when enrolling Participants into the program. You will have three options:
Bypass the capacity and allow the enrollment.
Prevent the enrollment and inform the user if the enrollment would exceed the capacity.
Warn the user that the enrollment would exceed capacity, but allow them to do it anyways.
Options two and three will allow you the check a box that will display the capacity in the warning.
Step 10 – Decide how you would like the program to enforce capacity when referring Participants to the program. You will have three options:
Bypass the capacity and allow the referral.
Prevent the referral and inform the user if the referral would exceed the capacity.
Warn the user that the referral would exceed capacity, but allow them to do it anyways.
Options two and three will allow you the check a box that will display the capacity in the warning.
