Managing child attendance is essential for maintaining smooth operations and effective communication with staff and parents. Here's an enhanced guide to accessing, tracking, and optimizing attendance records, along with helpful insights and advantages.
Child Schedule: Availability
🔹 Child schedule management is only available on the portal and cannot be accessed or modified via the mobile app.
🌟 Why is Attendance Management Restricted to the Portal?
💻 Comprehensive Tools:
Attendance tracking often requires access to detailed records, advanced filters, and reporting features, which are better supported on the portal's robust interface.
📖 Table of Contents: Managing Children’s Attendance
Navigate to the attendance management tool to view, track, and update children’s attendance.
Learn how attendance data is structured for better tracking.
Weekly View – View attendance records week by week.
Monthly View – Get an overview of attendance across an entire month.
Attendance Statuses: Quick Overview – Understand different attendance statuses and what they indicate.
Efficiently handle check-in and check-out records.
Manage Check-In and Check-Out – Efficiently handle check-in and check-out records.
Create a New Record – Manually add a new check-in or check-out entry.
Add Multiple Check-Ins – Record multiple check-in times for flexible schedules.
Marking Absences – Log absences for vacations or sick days.
Edit or Delete an Existing Attendance Record – Modify attendance records when needed.
Edit Attendance – Adjust check-in, check-out, or absence records.
Delete Attendance Record – Remove incorrect or duplicate attendance entries.
Delete Vacation or Sick Entries – Remove previously recorded vacation or sick days.
Managing and Tracking Schedules Recorded by Parents & understand How Parent-Recorded Schedules Sync with the Attendance System
Group Attendance Management – Record and Manage attendance for multiple children in bulk.
Review past attendance records for reporting and analysis.
📌 Accessing the Child Attendance Tool
Follow these steps to access the Child Attendance management system:
1️⃣ Primary Method:
1️⃣ Go to the Menu on the far left of the dashboard.
2️⃣ Navigate to the Children section.
3️⃣ From the pop-up screen, select Child Attendance to open the attendance management system.
🛠 Alternative Method:
✔️ Select Operation Hub from the menu.
✔️ Navigate to the Schedule & Attendance section.
✔️ Click on Child Attendance to manage attendance records.
✅ Both methods provide access to the attendance management system, ensuring efficient tracking and monitoring of children's attendance. 📊🚀
Viewing and Understanding Attendance Formats & Statuses
📌 Viewing and Understanding Attendance Formats
The Child Attendance Tool provides two display formats—weekly and monthly, offering flexibility to suit your tracking needs.
🗓️ Weekly View:
✔️ Focuses on short-term trends, making it easier to monitor daily attendance fluctuations.
✔️ Helps staff adjust daily activities and allocate resources effectively.
✔️ Ideal for identifying last-minute absences and ensuring smooth daily operations.
How to Use Weekly View:
Use the date slider to select the desired week range.
The header displaying the selected weekdays.
The left column lists all classrooms at your center, offering an organized way to manage attendance.
The right green column under "Total" displays each child’s weekly attendance hours, providing a clear overview of their time spent at the center that week.
📅 Monthly View:
✔️ Provides a broader perspective on attendance trends over time.
✔️ Highlights patterns such as consistent attendance, extended absences, or irregular participation.
✔️ Useful for long-term planning, staffing, and reporting.
💡 Quick Tip: Switching between Weekly and Monthly views is as simple as clicking the toggle buttons at the top left corner of the screen. This allows you to quickly analyze attendance trends and make informed decisions. ✅📊
🎯 Advantage: Flexible formats help staff and administrators plan resources and activities with greater precision.
Efficiently track attendance using the Weekly Attendance Board or Monthly Attendance View:
How the Monthly View Works :
Displays the selected month in the header, with left and right arrows allowing you to scroll between months.
A list on the left side shows all classrooms, providing an organized way to manage attendance.
Expand classrooms to reveal detailed attendance for individual children, including a breakdown of the days of the month and the total hours attended for the month.
🎯 Advantage: Organized views make it easy to manage attendance across multiple classrooms, ensuring accurate tracking and planning.
🛠️ Attendance Statuses: Quick Overview
At the top of the attendance board, there are symbols that indicate various statuses:
🤒 Sick: The child was absent due to illness.
📩 Missing Holiday Reply: The parent hasn’t responded to a holiday scheduling request.
If Confirmed: The child’s expected schedule appears on the board.
If Declined: The associated day spot on the attendance record will be clearly marked as "Vacation
Expected Schedule marked in Gray: Signifies the schedule was recorded by the center as part of the holiday attendance setup, with the parent confirming attendance or absence.
🏖️ Vacation: The child is absent due to vacation.
✔️ Attended: The child was present and participated in scheduled activities.
➡️ Attending: The child is expected to attend in upcoming days.
🔔 Forgotten Sign-Out: A reminder that the child was checked in but not signed out.
🚪 Closed: Indicates the center is closed (e.g., holidays, scheduled closures).
🎯 Advantage: Clear status indicators prevent confusion and enhance record accuracy for both staff and parents.
🕒 Manage Check-In and Check-Out: Record and Edit
✍️ Recording or Editing Attendance Records
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:
1️⃣ Go to the Children’s Attendance Tool 📋
2️⃣ Locate the child's classroom, expand the list, and find the child’s name on the intended date.
3️⃣ Click "+ Add" next to the child's name, then select "Edit" to input check-in and check-out times.
4️⃣ Enter the time manually in the designated slots or select from the dropdown menu, which is organized into 15-minute intervals.
5️⃣ Click "Save" to confirm the record. ✅
🔁 Add Multiple Check-Ins:
Use the Add Check-in/Out option to log additional attendance times for the same day.
Enter the new check-in and check-out times and click "Save."
🌟 Quick Tip: When adding an attendance record for today, you only need to pop in the check-in time—no need to worry about the check-out time (the child’s day isn’t over yet!). But for past or future dates, don’t forget to include both check-in and check-out times to save the record. ✅
🌴 Marking Absences Made Simple:
If a child is absent, you can easily mark them as on vacation or sick. The system will automatically update the absence record—even if the child was already checked in for the day.
🤔 What if there’s a mix-up? No worries! If a child was checked in but later marked absent, the system keeps the original check-in time intact. This ensures no data is lost, even if the absence was marked by mistake. The record will clearly show that the child was checked in and later marked as absent.
✨ Your Options: You can choose to delete or keep one or both entries, giving you full control to adjust records as needed!
📝 Edit or Delete an Existing Attendance Record
Keep your attendance records accurate with these simple steps:
🖊️ Edit Attendance
Children’s attendance can be recorded manually (by entering check-in/check-out times) or automatically via the daily auto check-in system.
If you spot an error or need to make an update, just click on the entry for the relevant date.
Adjust the check-in or check-out times as needed and click Save to apply changes. ✏️
🗑️ Delete Attendance Record
To remove an attendance entry, click the record and press the delete button (❌).
Confirm the action, and the entry will be removed from the system. 🧹
🗂️ Delete Vacation or Sick Entries
To delete vacation or sick entries, follow these steps:
👤 Access Child’s Profile: Click on the child’s name from the attendance board.
📑 Go to "Daily Report": In the profile, select the "Daily Report" tab.
📅 Find the Date: Scroll to the date where you want to remove the vacation or sick entry.
❌ Delete the Entry: Click the three dots next to the entry and select "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 Parents
The Attendance Schedule feature on the parent’s app is a game-changer for busy parents! It makes managing, coordinating, and tracking your child’s daycare attendance a breeze. Parents can effortlessly add or remove days, make adjustments for special circumstances, and stay up-to-date with their child’s attendance history. This ensures their plans always align seamlessly with daycare operations, giving you peace of mind and helping to keep everything on track! 🗓️👶
Once a parent inputs their schedule in the parent’s app, it automatically syncs with your center’s system, displaying the child’s expected attendance on the attendance board.
🌟 Key Benefits:
🔍 Discrepancy Detection: Staff can easily compare the scheduled attendance with the actual attendance to spot any discrepancies, such as a child’s absence on a scheduled day or unexpected changes (like early pickups or late arrivals).
✅ Accurate Attendance Records: With seamless syncing, your attendance data stays precise, reducing errors and confusion.
💬 Improved Communication: This feature keeps staff and parents in the loop, making it easy to resolve any issues quickly.
📅 Efficient Planning: Staff can anticipate which children will be attending and when, making it easier to manage resources and plan fun activities throughout the day!
This smooth sync between the parent’s app and your center’s system makes attendance management hassle-free and keeps everyone on the same page!
The parent’s schedule is clearly displayed on the attendance board with a green record, signaling the child’s expected attendance. A purple checkmark indicates that the schedule is upcoming, making it easy to spot.
📅 What You’ll See:
⏰ Expected Check-In Time: The scheduled check-in time is shown, or if the child is on vacation or sick, that note is included.
🔴 Actual Attendance: Below the green schedule, the actual attendance is recorded in purple. This can either be updated manually by clicking the record or automatically by the system once the child’s arrival status is updated.
This seamless process helps staff stay aligned with parent schedules while keeping attendance accurate and up-to-date!
👥 Group Attendance Management
This feature allows you to update or record actual 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:
➕Click the +Add Actual button to begin updating attendance records for the selected children.
👦👧 Choose the profiles of the children whose attendance you want to update, then click Next to proceed.
📅 Select Relevant Dates
Choose the dates for which you want to update the attendance records.
⏰ Enter Check-In & Check-Out Times
Input the check-in and check-out times for the selected date(s).
➕ Add Additional Time Slots (if needed)
Add more time slots if the child has multiple check-ins/check-outs for the day.
👤 Specify Who Picked Up the Child
Make a note of the person who picked up the child.
📝 Include Relevant Comments
Add any additional comments or special notes about the child’s attendance.
✅ Click Submit
Once everything is filled out, click Submit to save all the updates.
These steps will ensure all attendance details are captured accurately and promptly!
🎯 Populating the Attendance Board
All attendance records entered will automatically populate on the attendance board, ensuring the staff has up-to-date, accurate information at all times!
💡 Important Note:
The option to add "Actual Attendance" in bulk is only available when the Scheduling Feature for Parents is enabled. This ensures proper alignment between scheduled attendance and actual updates.
📊 Tracking Children's Historical Attendance
It’s possible for a child to have attendance records in multiple classrooms, especially if they’ve transitioned between rooms at the center. The system keeps track of all historical attendance data, allowing you to monitor and review the child’s attendance across every classroom they’ve been associated with.
💡 Example:
Sophia started in the Bluebirds Classroom from January to June. In July, she transitioned to the Sparrows Classroom.
From January to June, Sophia’s attendance 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’ll get a clear view of her full attendance history across both classrooms.
🔄 Managing Room Transitions
If a child is moved to a different classroom without being checked out of their previous room, their attendance will be recorded in both classrooms for that day. The Movement Time recorded in the Child Historical Movement Report helps track the transition between rooms, allowing you to manually calculate how long the child spent in each room.
💡 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).
🔄 Automatic Schedule Transfer
If a child has an upcoming schedule in their current room but is moved to a new room, the system will automatically transfer the schedule to the new classroom. This ensures that their planned activities and attendance are updated in real-time, keeping everything aligned with the new room assignment.
📚 For Further Help on Managing Child Schedule
For detailed guidance on how to manage and track children’s attendance reports and how parents can manage their child’s schedule, refer to:
Article: [Managing Child Schedule (Parent Edition)]
Article [Effortlessly Manage and Download Child Attendance Reports]