Admin users can post Activities to Enrollees, Instructors, and Classes. They can also view and edit Activities posted to an Enrollee's timeline. This article explains how to do each of these in the Admin Portal.
Before You Start — Match the Activity to the Timeline
Each timeline shows only the Activities created under its matching entity:
Enrollee timeline — Shows only Activities created under the Enrollee entity
Instructor timeline — Shows only Activities created under the Instructor entity
Class timeline — Shows only Activities created under the Class entity
To see where each timeline appears in each portal, see Enrollee, Instructor, and Class Timelines: Where to Find Each One.
Post an Enrollee Activity
Step 1 — Open the Enrollee Activity Page
Go to Enrollees, then click the Activity tab. Your account may call this page Students or Children. Choose the Enrollment Period at the top to see its list of Enrollees.
Step 2 — Choose the Enrollee and Activity
Click the Enrollee's name, or type it in to filter the list
If the Enrollee has more than one enrollment in the Enrollment Period, pick the one with the correct Program name under it
Click the down arrow under the Enrollee's name and choose an Activity
Step 3 — Add Information
Enter the details the Activity asks for. If the Activity has an Activity Form attached, fill in all required fields.
Step 4 — Post the Activity
Click Post. The Activity appears on the Enrollee's timeline, along with any Activities posted before.
NOTE: Admins can post an Activity to only one Enrollee at a time. To post to more than one Enrollee, set up an Instructor user for yourself and log in as that Instructor. You can use the same email address as your Admin account. Make sure Can access all classes is checked. For steps, see How to View and Log Activities in the Instructor Portal.
Post One Activity to Multiple Classes and Dates
The Bulk Activities button posts the same Activity to several Classes and dates at once, , so you don't have to post each one separately. What you can post depends on your role:
Admins and Instructors — One Enrollee, multiple Classes, multiple dates
Account Holders — Multiple Enrollees, multiple Classes, multiple dates
Admins and Instructors Post Bulk Activities
Bulk Activities works for one Enrollee at a time. Repeat these steps for each Enrollee.
Go to the Classes page, find the Enrollee and click the timeline icon to open their timeline
Click Bulk Activities
Choose the Activity you want to post
Select one or more Classes
Select one or more dates for the Activity
Check the total number of Activities at the bottom of the window, then click Create
Account Holders — Post Bulk Activities
Account Holders with more than one child or dependent enrolled can log the same Activity for all of them, across their Classes and dates, from one screen in the Customer Portal. For steps, see How to View and Log Activities in the Customer Portal.
Post an Instructor Activity
Instructor Activities post to a staff member's timeline. Only Admin users and that Instructor can see them, so they work well for internal records like call-outs, trainings, or shift notes.
Step 1 — Open the Instructor's Timeline
Go to My Company > Users > Instructors. Click the timeline icon next to the Instructor's name.
Step 2 — Post the Activity
Click the down arrow and choose the Activity
Enter the details the Activity asks for, including any required fields on an attached Activity Form
Click Post
The Activity appears on the Instructor's timeline, along with any Activities posted before.
Post a Class Activity
Class Activities post to the whole Class instead of each Enrollee. Only Admin users and Instructors can see them, so they work well for group records like meal counts, daily recaps, or classroom notes.
NOTE: Class Activities are posted from the Ratios page, which must be turned on for your account. If you don't see it, chat in and let us know.
Step 1 — Open the Class Timeline
Go to Dashboard > Ratios. Find the Class and click the Timeline button under it.
Step 2 — Post the Activity
In the window that opens, choose the Activity
Enter the details the Activity asks for, including any required fields on an attached Activity Form
Click Post
The Activity appears on the Class timeline.
View Posted Activities
Admin users can see Activities that Account Holders, Instructors, and other Admins post to an Enrollee's timeline. You can view them in three places.
Enrollee Activity Page
Go to Enrollees, then click the Activity tab. Choose the Enrollment Period at the top, then click the Enrollee to see their Activity posts.
Activities Report
Go to Reports > Activities, then choose the Location and Enrollment Period. Click Filter at the top right to narrow the report by any of these:
Timeline (Enrollee, Instructor, or Class)
One or more specific Activities
Start and end dates
Posted by
Program name
Class name
For more details, see How to Create an Activities Report.
Activity Notifications
Click the bell icon at the top right
Click Check Notification Settings if this is your first time. Otherwise, click the settings button next to Notifications
Choose the Activities you want to be notified about. For full steps, see How to Set Up the Admin Notification Center
Edit an Enrollee Activity
Step 1 — Find the Enrollee
Go to Enrollees, then click the Activity tab. Choose the Enrollment Period, then type the Enrollee's name to filter the list and click it. The Enrollee's Activities appear under their name.
Step 2 — Edit the Activity
Click the pencil icon on the Activity you want to edit. A side window opens where you can change:
Basic information, including the posted date and time
Any other editable details in that Activity, such as health information
Step 3 — Save Your Changes
Click Save.
