Managing Children's Attendance Schedule
This guide will help administrators efficiently manage and track children's attendance, ensuring smooth record-keeping and streamlined communication with both staff and parents.
Accessing Child Attendance
Note: Attendance management is only available on the Web Portal, not on the mobile app.
Why Portal Only?
Comprehensive Tools: Attendance tracking requires advanced filters, detailed records, and reporting, which are best supported on the portal interface.
Access Methods
Primary Method:
Open the Menu on the far-left of the dashboard.
Go to Children.
Select Attendance.
Alternative Method:
Open the Operation Hub.
Go to Schedule & Attendance.
Click Child Attendance.
✅ Both methods give you full access to attendance tracking.
Viewing Attendance
The Attendance Tool provides two formats:
Weekly View
Focuses on short-term attendance trends.
Helps staff adjust daily activities and resources.
Useful for monitoring last-minute absences.
How to Use:
Select the desired week with the date slider.
The header shows weekdays.
The left column lists classrooms.
The Total column shows each child’s weekly hours.
Monthly View
Gives a long-term overview of attendance patterns.
Highlights extended absences or irregular attendance.
Useful for staffing and planning.
How to Use:
Select the month in the header (use arrows to switch months).
Expand classrooms to view each child’s detailed records.
The Total Hours column shows monthly attendance.
Quick Tip: Toggle between Weekly and Monthly views at the top-left corner.
Attendance Statuses
At the top of the board, symbols indicate attendance statuses:
Sick: The child was absent due to illness.
Vacation: The child was absent due to vacation.
Missing Holiday Reply: The parent has not responded to a holiday scheduling request.
Confirmed: The child’s expected schedule appears on the board.
Declined: The day is marked as Vacation.
Gray (Expected Schedule): Indicates the center recorded the schedule as part of holiday setup, with parent confirmation of attendance/absence.
Attended – The child was present and joined scheduled activities.
Attending – The child is expected to attend on upcoming days.
Forgotten Sign-Out – The child was checked in but not signed out.
Closed – The center is closed (e.g., holidays, planned closures).
Advantage: Status icons reduce confusion and improve accuracy
Recording & Editing Attendance
Adding a New Record
Open the Child Attendance Tool.
Find the classroom → expand to see the child’s name.
Click + Add → select Edit.
Enter check-in/out times (manual entry or dropdown in 15-min intervals).
Click Save.
Quick Tip: For today, only enter check-in. For past/future dates, add both check-in & check-out.
Adding Multiple Check-ins
Use Add Check-in/Out for multiple sessions in a day.
Marking Absences
Mark as Vacation or Sick to update the record automatically.
If a child was already checked in, the system keeps the record for accuracy.
Editing a Record
Click the record for a date → adjust times → Save.
Deleting a Record
Click the record → press ❌ → confirm.
To delete vacation/sick entries:
Open Child’s Profile → Daily Report → select date → delete entry via three dots.
Group Attendance Management
Admins can update multiple children at once:
Click + Add Actual.
Select children → click Next.
Choose dates.
Enter check-in/out times (add extra slots if needed).
Add pickup info & comments.
Click Submit.
✅ Updates will populate on the attendance board in real time.
Historical Attendance
The system tracks attendance across multiple classrooms, even if a child has moved rooms.
Example:
Sophia → Bluebirds (Jan–Jun) → Sparrows (Jul onwards).
Reports reflect both classrooms for accurate history.
Room Transitions
If moved without check-out, attendance appears in both rooms.
Use Movement Time Report to calculate time spent in each room.
Automatic Schedule Transfer
Scheduled attendance is automatically updated to the child’s new room.