How to access the child attendance?
Click on the tools icon and select "Child Attendance."
Attendance can be tracked in two primary formats: weekly and monthly. Weekly attendance highlights short-term trends, helping staff adjust daily activities and allocate resources based on the week’s expected attendance. In contrast, monthly attendance provides a broader overview, revealing patterns such as consistent participation or extended absences over a longer period.
To switch between weekly and monthly views, simply click the Weekly or Monthly button located at the top left.
Description of Attendance Statuses
At the top of the attendance board, there are seven symbols representing different record statuses, described as follows:
Sick: The Sick status indicates that the child was absent due to illness.
Missing Holiday Reply: Indicates that a parent has not responded to a holiday scheduling request sent by the center through the app. The request asks parents to confirm whether their child will attend on holiday dates.
If confirmed: The child’s expected schedule will appear on the attendance board for that date.
If declined: The spot will be marked as "vacation."
The expected schedule is shown in gray, signifying it was recorded by the center as part of the holiday attendance setup, with the parent confirming attendance or absence.
Vacation: Indicates that a child is absent due to being on vacation.
Attended: Indicates that the child was present and participated in the scheduled activity or class for the day.
Attending: Indicates that the child is expected to be present or attending a scheduled activity or class for upcoming days.
Forgotten Sign-Out: Means a child has been marked as present, but their sign-out process was not completed by the parent or guardian at the end of the day. This status serves as a reminder that the child’s departure has not been officially recorded.
Closed: Indicates that the center or facility is closed for the day, such as during holidays or scheduled closures. This status reflects that no attendance is expected on that particular day.
Manage Check-In and Check-Out
Efficiently handle the process of recording when children arrive (check-in) and leave (check-out)
For the weekly attendance view, use the date slider to select the desired week range.
On the Weekly Attendance Board, you can view the current week, with the header displaying the selected weekdays. The left column lists all the classrooms at your center, offering an organized way to manage attendance. Meanwhile, the right green column under "Total" reports the daily hours of attendance for each child, giving a quick and clear overview of their time spent at the center that week.
The monthly attendance view, on the other hand, displays the selected month in the header, with left and right arrows allowing you to scroll between months. Similarly, a list on the left side shows all the classrooms in your center, providing an organized way to manage attendance. Expanding one of the classrooms reveals a detailed view of attendance, listing all the children along with a breakdown of the days of the month for each child. The total hours each child attended the class are shown under the corresponding month.
Record or Edit an Attendance Record
Easily record or update attendance details to ensure accurate tracking of each child’s presence, absences, check-in, and check-out times.
Create a new attendance record by following these steps:
Click "+Add" to create a new record.
Then, click "Edit" and input the check-in and check-out times either by manually entering the time in the designated slots or by selecting from the dropdown menu, which is organized into 15-minute intervals.
Click "Save" to save the record.
If a child has multiple check-in records throughout the day, follow these steps to add another:
Click "Add Check-in/Out."
Enter the new check-in and check-out times and click "Save."
Note: When adding an attendance record for the current date, you can input just a check-in time without the check-out time, as the child may not have checked out yet. However, for past or future dates, both the check-in and check-out times must be entered for the system to save the record.
Alternatively, if a child is absent, you can mark them as either on vacation or sick. The system will automatically update the absence record if the child has been checked in for the day. However, if a child was initially checked in and later marked as on vacation or sick, the system will retain the original check-in time to ensure the record is not lost in case the absence was marked in error, and it will also indicate that the child was subsequently marked as absent. You have the option to either delete or retain one or both of these entries.
To edit or delete an existing attendance record, follow these steps:
Children’s attendance can be recorded either manually, by entering check-in and check-out times, or automatically through the daily auto check-in system. If a mistake is made, simply click on the recorded entry for the relevant date and adjust the check-in or check-out times as required.
To delete an attendance record:
Click on the recorded entry for the child.
Next to the check-in record, click the delete button (marked by a red trash bin icon).
To delete vacation or sick entries, go to the child's profile. You can access it directly by clicking on the child's name on the attendance board. Once in the profile, select the "Daily Report" tab and scroll to the date where you want to remove the vacation or sick entry. Click the three dots next to the entry and choose "Delete."
Note: You can also delete the check-in and check-out entries, and they will be updated in the child's attendance records.
Attendance Schedule for Parent
The Attendance Schedule feature on the parent’s version of the app is a convenient tool that helps parents manage, coordinate, and track their child’s daycare attendance. Parents can easily add or remove days, make adjustments for special circumstances, and stay informed about their child’s attendance history, ensuring their plans align smoothly with daycare operations.
Once a parent inputs a schedule, it seamlessly syncs with your center’s system, appearing as the expected attendance for the child on the attendance board. This enables staff to easily identify any discrepancies between the scheduled and actual attendance. By comparing the two, staff can quickly spot if a child is absent on a scheduled day or if there are any unexpected changes, such as an early pickup or late arrival. This helps ensure that attendance records are accurate, facilitates better communication with parents, and allows staff to address any issues promptly. It also helps with planning, as staff can anticipate the children who will be attending and at what times, making it easier to manage resources and activities throughout the day.
The parent's schedule appears in a green record on the attendance board, accompanied by a purple check mark indicating an upcoming schedule. This record displays the expected check-in time or notes if the child is marked as on vacation or sick. Beneath it, the actual attendance is recorded in purple. As usual, the actual attendance can be recorded either manually by clicking the intended record or automatically by the system once the child's arrival status is updated for that day.
Add Actual Attendance Record to a Group of Children
This feature allows you to update or record attendance information for multiple children simultaneously. You can specify attendance details, including dates, times, and additional notes, for a selected group of children. Here's how it works:
Select +Add Actual: Click on the +Add Actual button to begin.
Select the profiles of the children whose attendance records you wish to edit, then click Next.
Choose the relevant dates for the attendance records.
Enter the check-in and check-out times for the selected date(s).
Add additional time slots if necessary.
Specify who picked up the child.
Include any relevant comments.
Once all information is entered, click Submit to save the updates.
Tracking Children's Historical Attendance
it is possible for a child to have attendance records in multiple classrooms. This can occur if the child has moved to different classrooms, either currently or in the past. The system retains historical attendance data, which allows for tracking and reviewing attendance across all classrooms the child has been associated with.
Example:
A child named Sophia was initially assigned to the Bluebirds Classroom from January to June. In July, she transitioned to the Sparrows Classroom.
Sophia's attendance records from January to June will show her presence in the Bluebirds Classroom.
From July onwards, her attendance will be recorded in the Sparrows Classroom.
By reviewing Sophia's historical attendance data, you can see her full attendance history across both classrooms.
If a child is switched to a different classroom without being checked out of their previous class, their attendance data will be recorded and shared across all the rooms they attended that day. By using the Movement Time recorded in the Child Historical Movement Report for each transition between rooms, you can manually calculate the duration the child spent in each classroom.
Scenario:
A child named Emily is checked into Room A at 9:00 AM. At 11:30 AM, she is moved to Room B without being checked out of Room A. She remains in Room B until she is picked up at 3:00 PM.
Attendance Data:
Emily's attendance will be recorded as present in both Room A and Room B for the entire day.
However, using the switch/move time between rooms, you can calculate:
Time spent in Room A: 9:00 AM to 11:30 AM (2 hours and 30 minutes).
Time spent in Room B: 11:30 AM to 3:00 PM (3 hours and 30 minutes).
Furthermore, if a child has an upcoming schedule in their current room and is switched to a new room, their schedule will automatically transfer to the new classroom. This ensures continuity in their planned activities and attendance, aligning with the updated room assignment.
Download Child Historical Movement Records
Steps to Download the Report:
Go to the Tool , then Report Center and look for "Children Movements" under the Attendance and Reporting section, then click on it.
Set the date range for the report to cover.
Select the classroom and/or children. To download the report for all children and classrooms, leave these fields empty.
Click Export when done.
The movement report records the following:
Current Room – The room or classroom the child is currently assigned to.
Child Name – The name of the child involved in the movement.
Movement Date – The date when the movement occurred.
Moved From Class – The classroom or location the child moved from.
Moved To Class – The classroom or location the child moved to.
Moved By Whom – The name of the staff member who facilitated the move.
Movement Time – The time at which the move took place.
Download Attendance Sheet
The attendance sheet is a record used to track the weekly presence and absence of children. It is available in PDF format and divides the attendance for each week and classroom into its own individual slide for clear organization and easy review.
To download the attendance report follow these steps.
Click the "Attendance Sheet" button.
Select the rooms
Choose the date range. keep in mind that it is designed as a weekly report. As a result, the system may automatically adjust the date range you input to align with the predefined weekly periods in the calendar. This ensures consistency in how the data is displayed and reported, matching the structured weekly format.
Scenario:
You want to generate a report for the date range October 10th to October 14th (a 5-day period). Instead of showing data just for October 10th to October 14th, , the system adjusts it to display the full calendar week, such as October 8th to October 14th (Sunday to Saturday), if your week start is set to Sunday.
The report is available in PDF format and divides the attendance for each week and classroom into its own individual slide for clear organization and easy review. To read the report, note that on days when a child is absent—whether due to vacation or illness—the block under the date will be grayed out. Meanwhile, if the child is present, the block will appear white.
Download Attendance Report
feature allows you to generate and save attendance data in an Excel format for analysis, record-keeping, or sharing. This report can be customized to include specific children, rooms, and detailed information.
Steps to Download the Report
Click on "Export"
Select Excel: Choose the Excel format for the report.
Select Dates: Specify the date range you want included in the report.
Select Room(s): Choose the room(s) for which the report is required.
Select Child/Children: Pick the child or children whose attendance data you want to download.
To include all children and classrooms, leave the room and child fields blank.
Include Detailed Information: If additional details like gender, age, and nationality are needed, check the box next to Detailed Excel.
Click Export: Press the Export button to generate the report.
Configuration for Viewing a Child’s Report:
Children’s attendance can be accessed and reviewed from two main schedules:
Children’s Attendance Tool – This dedicated section, which is the focus of this article, logs and manages attendance records. It provides a detailed view of each child’s check-in and check-out times, along with their attendance status for specific dates.
Billing Plans on Personal Profiles – Attendance data can also be determined based on a child’s scheduled billing plan setup within their personal profile.
To set up the source from which attendance will be read and reported:
Navigate to Options and select the General tab.
Under the Information section, scroll to **Children Attendance (Default)*.
From the dropdown menu, choose one of the following:
Children Schedules: Select this option to read attendance from billing plan data.
All Children Attending During Center Working Hours: Select this option to read attendance from the children’s attendance data.
Scroll to the end of the screen to save the settings
