Prerequisites
Before using the Attendance Module, ensure the following have been configured:
- Attendance has been enabled for the Program.
- Review KB Article: How to Create/Edit Case Board Templates: Programs and Activities
- At least one Activity has been created within the Program.
- At least one Topic has been created for the Activity.
- Participants have been enrolled into the appropriate Topic.
- An instructor or worker has been assigned, if required by your organization's workflow.
⚠️ Warning: Attendance cannot be recorded until participants have been enrolled into a Topic.
💡 Tip: Topics represent the classes, workshops, groups, or sessions where attendance will be tracked.
Overview
The Attendance Module allows organizations to track participation in classes, workshops, group sessions, training programs, and other attendance-based services. Case workers can enroll participants into Topics, record attendance, track attendance hours, add attendance-related notes, and generate reports on participation and engagement. Attendance records become part of the participant's service history, providing a centralized way to monitor attendance and program outcomes.
Navigate to Attendance and click Enroll button
On the enrollment screen, you will have the drop-down to select values from the following options
- Activities: Displays all Activities that belong to a Program where Attendance has been enabled.
- Topic: Displays all Topics created under the selected Activity. Topics represent the class, workshop, group, or session that participants will attend.
- Cases: Displays Active Cases that can be enrolled into the selected Topic.
- Instructor: Displays all Caseworkers who are part of the team assigned to the case and are available to be selected as the primary instructor.
- Other Instructor: Allows you to enter or select an additional instructor, facilitator, guest speaker, or staff member associated with the Topic.
- Language: Specifies the primary language in which the class, workshop, group, or session will be conducted.
- Location: Specifies where the Topic or session will take place, such as a classroom, office, community center, virtual meeting room, or other service location.
- Start Date: The date the participant's enrollment or interaction begins.
- End Date: The date the participant's enrollment or interaction ends.
- Weekdays: Defines the days of the week and scheduled class times when the Topic or interaction will occur.
💡 Tip: Participants must be enrolled in a Topic before attendance can be recorded.
⚠️ Warning: Attendance can only be tracked for Activities within Programs where Attendance has been enabled.
Select the Activity [Subject], Topic, Cases [Student], Instructor [Case Worker], Enrollment date range, and weekly schedule from the dropdown and click the Save button.
As soon as an instructor is enrolled against the Activity, the system will automatically create an activity against the respective program under Case Board with all the details.
⚠️ Warning: Attendance can only be recorded for sessions that occur within the participant's enrollment date range. Attempts to enter or modify attendance outside of that period will not be allowed.
The student is now enrolled, Now the instructor can log in and view the attendance of his/her enrolled students.
Note: Only instructors can only view their cases and default case owners can view all classes even though are not assigned as instructors.