How to Set Up and Manage In-Kind Settings

Learning Genie’s In-Kind settings help you streamline the way families and staff submit, review, and approve In-Kind activities. With these settings, you can control access, set time limits, define approval workflows, and customize preferences—all in one place.

This guide will walk you through how each setting works and how to configure them to fit your agency’s needs.

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How to Set In-Kind Permissions

What it does:
Controls which user roles (Admin, Site Admin, Teacher, etc.) can access and manage the In-Kind module.

Why it matters:
Only selected roles will be able to view In-Kind tabs, assign activities, review submissions, and approve or sign them.

Note: Permissions must be set separately for each In-Kind type:

• At-Home Activities
  
  
• Volunteer Activities
  
  
• Mileage
  
  

Steps to configure:

1. Go to Admin Settings > In-Kind Settings.
   
   
2. Find the "In-Kind Permission Settings" section.
   
   
3. Select the roles that should have access.
   
   
4. Save your changes.

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How to Set a Time Limit for At-Home Activities

What it does:
Limits the number of minutes a parent can log for a single at-home activity.

Why it matters:
Encourages consistency and prevents over-reporting of time.

Steps to configure:

1. Go to Admin Settings > In-Kind Settings.
   
   
2. Find the "Set Time Limit Per At-Home Activity" option.
   
   
3. Enter the maximum number of minutes.
   
   
4. Save your changes.
   

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How to Set a Monthly Cut-Off Date for Submissions

What it does:
Sets a deadline each month for parents to submit In-Kind activities from the previous month.

Why it matters:
Helps keep submissions on schedule and ensures timely approvals.

Example: If you choose the 6th of the month, families can submit entries for the previous month until the 6th.

Note: Staff can still review and approve activities after the cut-off date.

Steps to configure:

1. Go to Admin Settings > In-Kind Settings.
   
   
2. Find the "Set Monthly Cut-Off Date" option.
   
   
3. Choose your preferred date from the dropdown.
   
   
4. Save your changes.
   

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How to Choose a Review & Approval Process

What it does:
Controls who reviews and signs In-Kind submissions—teachers, admins, or both.

Why it matters:
Let's you customize the workflow to match your organization’s structure.

Note: Admins can step in to review or sign, even if the workflow specifies teachers.

Available Options:

1. Teacher Reviews and Signs, Admin Countersigns
   
   
   • Teachers review, approve, and sign.
     
     
   • Admins provide the final signature.
     
     
   • Submissions appear in reports after both signatures.
     
     
2. Teacher Reviews Only, Admin Signs
   
   
   • Teachers review and approve only.
     
     
   • Admins do the final review and signature.
     
     
   • Submissions are included in reports after the admin signs.
     
     
3. Teacher Reviews and Signs Only
   
   
   • Teachers handle everything.
     
     
   • No admin review is needed.
     

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How to Use General In-Kind Settings

These extra options let you customize how submissions work for families and staff.

How to access:

1. Go to Admin Settings > In-Kind Settings > General Settings.
   
   
2. Toggle each option on or off as needed.
   
   
3. Save your changes.
   

General Settings Options:

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1. Show In-Kind Rates to All Staff and Families

What it does:
Displays how much value each submission contributes to your program.

Why it matters:
Promotes transparency and helps families see the impact of their participation.

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2. Enable Site Admin Approval for Third-Party Submissions

What it does:
Allows Site Admins to approve third-party submissions (e.g., volunteers).

Note: If disabled, approvals go to Agency Admins instead.

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3. Allow Multiple Submissions Per At-Home Activity

What it does:
Lets staff assign the same activity multiple times. Families can track progress and submit multiple entries.

Why it matters:
Supports recurring activities and flexible tracking.

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4. Allow Custom Time Entry

What it does:
Lets parents enter their own time for activities.

Why it matters:
Offers flexibility. If turned off, parents must follow pre-set time values.

Note: This setting is on by default.

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 Final Tip

Configuring your In-Kind settings helps create a smoother and more organized submission process. With the right setup, you’ll ensure clear communication, streamlined approvals, and better participation tracking across your program.