Child Attendance - Desktop App

Child Attendance - Desktop App



Attendance List

Child attendance is grouped according to room, and the rooms are grouped according to program.  For example, if you have a room called Toddlers, in your Daycare program, click on Daycare, then Toddlers.  

The list will include all children assigned to the Toddler room, either as a primary room or an alternate room, and with a start date prior to or equal to today.  Children scheduled to start in the future will not be listed.  If this room is a child's alternate room, as opposed to their primary room, they will be listed with a light blue background under their name as an indicator.

Assigning or Removing Children

In order for a child to be listed on the attendance page, the child must be currently active (or active as of the date selected on the attendance list) and assigned to the room, either as a primary room or alternate room.  The child must also be confirmed as enrolled, which basically means the child can not be listed as "New" or "Unconfirmed" on their enrolment page.  They must be active. 

For more information on assigning or removing children please click here.

Room Selector

The room selector may be listed on each child's row, to the right of the IN / OUT buttons, by enabling this option in Settings / Attendance.  It can be enabled /disabled on a per program basis.



When enabled, the room selector will be displayed only when a child has an attendance record and it will display the name of the room to which that attendance record applies.  The room selector is useful, both for moving an attendance record to another room, as well as seeing which room the child is currently signed into.  



Click on the room selector to move the record to a different room.

Signing a Child Into a Different Room

If you need to sign a child into a room that they are not assigned to, either as a primary or an alternate room, you can do this by simply using the room selector.

For example, let’s say you have a child named Emily and a Toddler room and a Preschool room.  Emily is assigned only to the Toddler room, but today she needs to go in with the big kids even though she's not listed on the Preschool attendance list.  This is how you do it. 

Note:  This assumes that you have the room selector option enabled in Settings / Attendance. 

  1. On the Toddler attendance list create a new attendance record for Emily (sign her IN).
  2. Click on the room selector next to the OUT button (It should say “Toddler”).
  3. In the popup window that opens select the “Preschool” room. 

That’s it.  The attendance record you created in step 1. has now been moved to the Preschool room.  So if you go to the Preschool room you should now see Emily listed there.

Moving a Child to a Different Room

If the child is already signed into one room, and you want to move her to another room.  Sign her out of her current room, and then sign her into the new room.



Note:  This is even easier to do on the mobile app.  For more information on doing this on the mobile app, click here.

Attendance Records

There are several ways to create an attendance record, but the easiest way to record attendance is to click the IN an OUT buttons as the children come and go.  When you click these buttons, the times are automatically recorded and totalled.  If an attendance record already exists for a child, and you click the IN button again, an additional attendance record will be created.  This is useful for out of school care children who may come and go several times during a day.

Click the trash can icon to delete the attendance record.  Don't worry, this will not delete the child, only the attendance record.

Click the ABS button to mark a child absent.  Beware, clicking this button will delete any existing attendance records that exist for this child for this day, so it can not be used to mark an absence for only part of the day.  It creates an absence for the entire day.

The absent button is optional, and this option can be controlled in the Attendance Options panel, which you can open by clicking the wrench icon in the top right hand corner of the list.


There are further options related to the absent option in Settings / Attendance.

Pickup Prompt

There is an option which you can enable, which will prompt the user for the name of the person who's picking up the child when the child is signed out.  To enable this option go to Settings / Attendance and scroll down to the Pickup section.



With this option enabled, upon clicking the OUT button, the user will be prompted to select the name of the pickup person from a list.  This list includes both parents plus any emergency contact who's been marked as being authorized for pickup.  Alternatively, you can type in the name of the pickup person on the prompt.

The name of the pickup person is saved and can be seen by hovering over the clock icon on the attendance record, or on the child attendance details report (Reports / Children / Attendance Details) when the option to Show pickup person is enabled.



Reporting

To report on child attendance, there are a number of options.  

Reports / Subsidy / Claim - Children
  1. Specifically designed for submitting monthly subsidy claim
  2. Sums total hours for selected month
  3. Rounds total hours to nearest hour
  4. Sums total days attended for selected month
  5. Can exclude drop-ins
  6. Separates subsidized and non-subsidized into two lists
  7. Includes breakdown counting number of children in each age group
  8. Includes infant indicator
Reports / Children / Attendance Details
  1. Shows IN and OUT times
  2. Can be filtered by one specific child or show all children
  3. Groups attendance records by room
  4. Can select custom date range (defaults to last month)
  5. Shows pickup person
  6. Can print entire report with each child on a separate page
  7. Shows absent records
Reports / Children / Attendance Summary
  1. Sums total hours for selected date range
  2. Sums total days attendance for selected date range
  3. Display child's birthdate and age
  4. Can be filtered on enrolment type (full time, part time, drop in)
  5. Can be grouped by program or room
  6. Can select custom date range (defaults to last month)
Reports / Children / Average Daily Attendance
  1. Can be filtered by program, or all programs
  2. Can select custom date range (defaults to last month)
  3. Displays total spaces / enrolment / open spaces per room
  4. Calculates average number of hours per day for all children combined
Reports / Children / Weekly Attendance Form
  1. Designed to be a printable version used for paper attendance tracking
  2. Includes space for parent signature and initials
  3. Prints attendance hours for an entire week
  4. Can show child age
  5. Can show child tags
  6. Can include signature line
  7. Can be filtered by child tag
  8. Can filter out non-primary children
  9. Calculates weekly totals
Reports / Children / Calendar View
  1. Displays data in a calendar format
  2. Can be filtered by one specific child or show all children
  3. Can be filtered by room or show all rooms
  4. If printed, each child is printed on a separate page
  5. Can include signature line
  6. Shows absent records
  7. Calculates weekly totals
Reports / Children / Daily Totals
  1. Can be filtered by one specific child or show all children
  2. Can be filtered by room or show all rooms
  3. Displays data according to selected month
  4. Can print entire report with each child on a separate page
  5. Sums total hours for each day regardless of number of records per day
  6. Displays name of weekday
Reports / Children / Monthly Totals
  1. Can be filtered by room or show all rooms
  2. Can be filtered on enrolment type (full time, part time, drop in)
  3. Displays data according to selected month
  4. Can be filtered by child tag
  5. Can show child tags
  6. Sums total monthly hours for each child
  7. Includes infant indicator
  8. Sums total for all children for each room


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