Strengthening the organization

People Served

One record per person moving through your programs, from first inquiry to alumni, with nothing overwritten as they move.

2 min readOpen it in the app →Included from Core

On this page

Why this is separate from Programs
The ten stages
Handling this data carefully

Why this is separate from Programs

One person may pass through several programs over years. They can be an applicant, then a participant in two programs, then an alumnus who returns three years later, and it is the same record throughout. That record cannot live inside any one program.

A table of people served showing names, lifecycle stages, programs and enrollment details — The People Served workspace and its sections, from applications and eligibility through cases, attendance and outcomes.

The ten stages

Stage	Means
Inquiry	Has been in touch. Not yet applied.
Applicant	Has applied.
Eligible	Assessed and qualifies. Not yet enrolled.
Enrolled	Accepted into a program.
Active	Currently being served.
On hold	Paused, still yours.
Exited	Finished or left.
Alumni	Finished, and still connected.
Declined	You could not serve them.
Withdrawn	They chose to stop.

The stage says where somebody is now. Their applications, eligibility determinations and enrollments stay attached and are never overwritten as they move, so you can still answer what happened in 2024 after somebody has become an alumnus.

Handling this data carefully

Collect what you use. A field you record and never read is a liability with no benefit.
Write case notes as though the person will read them, because in several jurisdictions they can.
Never put identifying details in a screenshot you send to a funder or paste into an email.