Activities, hours & points capture

Activities are the records that earn hours or points toward an accreditation. They can be entered manually by an administrator, awarded automatically from Events (and other configured sources), or submitted by members through the portal. This page covers manual capture and backdating; Event-based awarding has its own page.

Adding an accreditation to a record

Before activities can count toward anything, the contact or organisation needs an accreditation. To add one:

1. Open the profile and go to the Accreditation tab (the label may be Goals or CPD in your account).
2. Click Add Accreditation (top-left of the Accreditations table).
3. In the drawer, choose an Accreditation from the configured list of frameworks.
4. Set the Status.
5. Set the Start date.
6. Set the End date (or leave it to follow the framework's interval).
7. Set Auto Renew on or off.
8. Add any Notes.
9. Click Save and Close to create the accreditation line in the table.

Adding an activity manually

On the Accreditation tab, find the Activities table and click Add Activity, then complete the fields:

• Status — the activity's status.
• Date occurred — when the activity took place.
• Date recorded — when you are entering it (pre-filled with today).
• Date confirmed — when it was confirmed.
• Point category — the category the hours or points belong to (from the configured categories).
• Points value — the number of hours or points to award to that category.
• Add category — click to allocate to more than one category on the same activity.
• Source — where the activity came from (from your configured sources).
• Notes — any free-text detail.
• Attachments — click to add, or drop, supporting files (maximum 5 MB each).

Click Save and Close to create the activity and allocate its hours or points to the relevant accreditation(s).

Backdating activities to a new accreditation

When an accreditation is added after activities already exist, SwiftFox looks back over history and applies eligible activity:

1. Add the new Accreditation to the record (see above).
2. SwiftFox searches historical activities within the accreditation's date range and applies eligible hours and points automatically.
3. Validate the result by checking the accreditation's Hours and Points columns.

How backdating decides what counts

• Only activities that fall within the accreditation's start and end dates are eligible.
• So the Start Date and End Date must be correct when you add it late — activities outside that range will not be counted.

Tips

• Set Date occurred accurately, because it is the date used when matching activities to a date range during backdating.
• Use Attachments to keep evidence with the activity — useful when it may later be reviewed or audited.
• If hours or points don't appear where you expect, re-check the Point category on the activity and the accreditation's date range.