CACFP & SFSP Agency Settings

This article covers the following topics:

• Agency Settings
  • School Year Module Agency Settings
  • Summer Module Agency Settings
  • How do I set up Meal Service time slots?
    • How do I set up Weekly time slots?
    • How do I set up Cycle time slots?
    • How do I set up a One-Day Exception time slot?
    • Walk through adding time slots

Agency Settings

Only Network Administrators and Network Managers can edit Agency settings, and you must be logged into the agency you want to make changes for before accessing the Agency Settings page.

💡 Settings set at the network level are automatically inherited at the agency level unless specifically changed in the agency settings. See Network Settings for more details.

To enable the CACFP/SFSP program and set the fields you will be tracking:

• Log in to the agency you will be enabling and setting up CACFP/SFSP fields for.
• From the left navigation pane click Administration and then click Agency Settings.
• You will be directed to the CACFP & SFSP Settings tab.
• The CACFP & SFSP settings tab houses settings for both the School Year and the Summer meal services; from here you will select the program types and application settings you wish to enable, along with meal times.

The first section for both School Year and Summer is the Site ID# section. Here you will add the agency ID# only IF the agency allocates its own ID#'s.

Place check marks in the corresponding boxes if you intend to Track Participant ID# and/or Restrict access to add new participant (this will restrict the user from adding a new participant during meal service).

The second section in both School Year and Summer is the Program Type section.

Here you will place a checkmark in the box next to Track School Year if you are enabling the School Year module, scroll down to the Summer program and place a checkmark in the box if enabling the Summer module.

You will also check off the meal types being provided. Once a meal type has been selected, a Meal Service time slot field will open for you to add meal times; click here for instructions on how to set up meal service date/time settings.

Next is the Closure Calendar section; here you will find the calendar widget allowing you to select days that the agency will be closed for meal service.

Click the day of closure on the calendar widget, the day will be shaded red on the calendar and the date will populate in red above the calendar, click the day again to cancel the closure; days the agency is open will be shaded green.

The final section in both the School Year and Summer modules is the Application Settings section. This section is where you will select what will be tracked during meal service. 

There is a slight difference in the School Year and Summer modules, click here to view application settings for the School Year and here to view application settings for the Summer module.

Once you have enabled the modules and selected what options you will track during meal services, remember to scroll to the bottom of the page and click Save Changes.

School Year Module Agency Settings 

• Agency ID#: the agency ID# for the organization.
• Track Participant ID#: the ability to enter and track a participant ID number.
• Restrict access to add new participants: this setting will restrict all users without the Network Manager and Network Administrator role from adding a participant to the Participants list during meal service. 
• Track School Year: 
  • Breakfast: the ability to track a breakfast.
  • Lunch: the ability to track a lunch.
  • Snack: the ability to track a snack.
  • Supper: the ability to track a supper.
  • AM Snack: the ability to track an AM snack.
  • PM Snack: the ability to track a PM snack.
  • NR Snack: the ability to track an NR (non-reimbursable) snack.
• Track meals available from previous day: the ability to enter the number of meals available from the previous day. 
• Track waste using meals available from previous day: the ability to have the meals available from the previous day tracked as waste (this option is made available if tracking meals available from previous day).
• Track number of meals received: the ability to enter the number of meals received for a service.
• Track if meals match the planned menu: if not selected, does not show “Do the meals match the planned menu".
• Track temperature of meals received: the ability to enter the temperature of meals received for a service.
• Track temperature of milk received: the ability to enter the temperature of milk received for a service.
• Track the time of meals received: the ability to enter the time of meals received for a service.
• Track the meal style being distributed: the ability to enter the type of meal being distributed - This will also require creating a corresponding list. Click here for more info on Lists.
• Track Second Meals: if not selected, the system should disable users from tapping a name for second meals/turning orange.
• Track Third+ Meals: if not selected, the system should disable users from tapping a name for three meals or more/turning red.
• Track number of additional children requesting a meal after all available meals were served: the ability to track how many meals were requested after the meal service has ended.
• Track damaged/incomplete/non-reimbursable meals: the ability to track meals that cannot be distributed due to damage or being incomplete. You can also track those that are not reimbursable separately.
• Track eligible carryover meals: the ability to track meals that are eligible to be carried over to the next meal service.
• Track additional meals served after meal service ends: the ability to permit sites to track meals served after the meal service window and get an aggregate count of those extra meals. 
• Track participant date of birth: track the date of birth of the participant when creating their profile.
• Track lunch type: optional setting to track Free, Reduced, Paid, N/A.
• Track participant attendance: the ability to track if the participant just attended instead of attended and received a meal.
• Track participant gender: track the gender of the participant when creating their profile.
• Track participant ethnicity: track the gender of the participant when creating their profile.
• Track participant grade level: track the gender of the participant when creating their profile.
• Track participant enrollment date: track the date the participant enrolled in the program.
• Track participant withdrawal date: track the date the participant withdrew from the program.
• Track participant dietary considerations: track the dietary considerations of the participant when creating their profile.
• Track Classroom: track the classroom of the participant when creating their profile.
• Allow Multi-Day Meal Issuance or Bulk Food Items: track/start meal service across a number of days. 

 

Summer Module Agency Settings

• Agency ID#: the agency ID# for the organization.
• Track Participant ID#: the ability to enter and track a participant ID number.
• Restrict access to add new participants: this setting will restrict all users without the Network Manager and Network Administrator role from adding a participant to the Participants list during meal service. 
• Track Summer: 
  • Breakfast: the ability to track a breakfast.
  • Lunch: the ability to track a lunch.
  • Snack: the ability to track a snack.
  • Supper: the ability to track a supper.
  • AM Snack: the ability to track an AM snack.
  • PM Snack: the ability to track a PM snack.
  • NR Snack: the ability to track an NR (non-reimbursable) snack.
• Track meals available from previous day: the ability to enter the number of meals available from the previous day. 
• Track number of meals received: the ability to enter the number of meals received for a service.
• Track if meals match the planned menu: if not selected, does not show “Do the meals match the planned menu".
• Track temperature of meals received: the ability to enter the temperature of meals received for a service.
• Track temperature of milk received: the ability to enter the temperature of milk received for a service.
• Track the time of meals received: the ability to enter the time of meals received for a service.
• Track the meal style being distributed: the ability to enter the type of meal being distributed - This will also require creating a corresponding list. Click here for more info on Lists.
• Track Second Meals: if not selected, the system should disable users from ticking off second meals.
• Track Third Meals: if not selected, the system should disable users from ticking off second meals.
• Track number of additional children requesting a meal after all available meals were served: the ability to track how many meals were requested after the meal service has ended.
• Track damaged/incomplete/non-reimbursable meals: the ability to track meals that cannot be distributed due to damage or being incomplete. You can also track those that are not reimbursable separately.
• Track eligible carryover meals: the ability to track meals that are eligible to be carried over to the next meal service.
• Track additional meals served after meal service ends: the ability to permit sites to track meals served after the meal service window and get an aggregate count of those extra meals. 
• Track program adult meals: if not selected, does not allow users to tick it off.
• Track non-program adult: if not selected, does not allow users to tick it off.
• Track field trip meals: the ability to track meals given on a field trip separately.
• Allow Multi-Day Meal Issuance or Bulk Food Items: track/start meal service across a number of days. 

 

How do I set up Meal Service time slots?

Only Network Administrators and Network Managers can edit Agency settings, and you must be logged into the agency you wish to set up time slots before accessing the Agency Settings page.

This option will only appear if the Error Log is turned on, click here to learn about the Error Log feature. 

To set up meal service time slots :

• Log in to the agency you will be enabling and setting up CACFP/SFSP fields for.
• From the left navigation pane click Administration and then click Agency Settings.
• Go to the Program Type where you want to add time slots; School Year and Summer.
• Click the box beside the meal type you will be adding time slots, and the Meal Service time slot section will open for you to add dates and times of meal services.

The first field is a drop-down list of Schedule Type:

• Weekly: you can add timeslots for specific days of the week. 
• Cycle: you can schedule additional hours of operation that don't necessarily fit within the weekly schedule.
• One-Day Exception: you can set one-day exceptions by using the calendar widget to set a day and time period outside of the schedule already entered that the pantry is also open for those services. 

To add a Weekly time slot:

• Select Weekly from the drop-down Schedule Type field.
• Select the day of the meal service from the Day of Week drop-down field.
• Add the Start Time and End Time of the meal service.
• Add the Start Date of the meal service program.
• You have the choice of adding an End Date to the program or No End Date.
  • If you select No End Date, the End Date field becomes grey and you will not be able to add an end date.
  • if you wish to add an End Date later in the program uncheck the box for No End Date and the End Date field will now be available.
• Click the blue + Add button and your time slot will be added to the field below (it is not yet saved).
• Repeat the process for each day of the week that the meal service is running.
• Once you have finished adding time slots scroll to the very bottom of the page and click Save Changes.
• To delete a time slot click the red trash can at the end of the row.

To add a Cycle time slot:

• Select Cycle from the drop-down Schedule Type field.
• Select your Interval from the drop-down list:
  • First.
  • Second.
  • Third.
  • Fourth.
  • Fifth.
• Select the Day of Week the meal service will be running from the drop-down field.
• Add the Start Time and End Time of the meal service.
• Add the Start Date of the meal service program.
• You have the choice of adding an End Date to the program or No End Date.
  • If you select No End Date, the End Date field becomes grey and you will not be able to add an end date.
  • if you wish to add an End Date later in the program uncheck the box for No End Date and the End Date field will now be available.
• Click the blue + Add button and your time slot will be added to the field below (it is not yet saved).
• Repeat the process for each cycle you wish to add.
• Once you have finished adding cycles scroll to the very bottom of the page and click Save Changes.
• To delete a time slot click the red trash can at the end of the row.

NOTE: the system will not let you add a cycle if it conflicts or overlaps with the current schedule.

To add a One Day exception time slot:

• Select One Day Exception from the drop-down field.
• Add the Start Date of the one day exception.
• Add the Start Time and End Time of the exception.
• Click the blue + Add button and your exception will be added to the field below (it is not yet saved).
• Repeat the process for each exception you wish to add.
• Once you have finished adding one day exceptions scroll to the very bottom of the page and click Save Changes.
• To delete a time slot click the red trash can at the end of the row.

NOTE: the system will not let you add a one day exception if it conflicts or overlaps with the current schedule.

Dates of closure can also be added to the organization's profile settings. These dates will apply to the appointment module where an appointment cannot be created on that date. It also will not appear as an available appointment if using the caseload feature. 

10-Minute Delay
Make sure to set the hours of operation at least 10 minutes before any meal service is set to start. It takes about 10 minutes for the system to sync up the updated hours of operation entered.

Full walk-through on School Year/Summer module settings and meal times

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