Applies To Version(s): 3.7 Essentials

About

The Program Attendance Add-On enables program staff to take a daily attendance of Individuals participating within the program.

The Program Attendance Add-On utilizes the Individual's calendar events and a program 'Attendance' user interface (UI) page that filters events for the particular program.

When attendance is taken the system copies the Individual's calendar event for the desired date to the list Attendance with present/absence and notes data.

Getting Here

Individual's Calendar

Individual Details Page > (QuickStart) Individual's Schedule

OR

Individual Details Page > (Webpart) Individual's Schedule > View Schedule

Program Attendance Page

Program Details Page > QuickStart Attendance

How-To Take Daily Attendance

Create A Program-Related Event on the Individual's Calendar

Navigate to Individual Details Page > (QuickStart) Individual's Schedule
Create an event specifying a Program, Start and End times/dates and click OK.

Determine What Time of Day Attendance will be Taken

For ease of use, determining a cut-off point for attendance may simplify the Attendance recording for your program(s).

Take Attendance Today

Navigate to Program Details Page > (QuickStart) Attendance.
If additional Individuals need to be recorded as attending your program, click the 'add new attendee' link to create an event on the Individuals Calendar list specifying the Individual, Start and End times/dates and click OK.
Once the appropriate 'Scheduled Attendees' list for today is correct, click 'Create Attendance'.
By default, the system assumes the Individual was present today. If the the Individual was not, uncheck Present?
Hours: This data is copied from the Individuals Calendar event - it can be edited to correctly identify participation times.
Notes: Any additional comments/notes can be added here.
To reset all the Hours and Notes data to the original values, click 'Clear Changes'.
Click 'Save' to Take Attendance and create items with this data on the Attendance list.

Take Attendance of a Past Date

Navigate to Program Details Page > (QuickStart) Attendance.
In the panel 'Choose another date to do attendance for:' select the desired date you wish to Take Attendance for.
If additional Individuals need to be recorded as attending your program, click the 'add new attendee' link to create an event on the Individuals Calendar list specifying the Individual, Start and End times/dates and click OK.
Once the appropriate 'Scheduled Attendees' list for then desired date is correct, click 'Create Attendance'.
By default, the system assumes the Individual was present on the desired date. If the the Individual was not, uncheck Present?
Hours: This data is copied from the Individuals Calendar event - it can be edited to correctly identify participation times.
Notes: Any additional comments/notes can be added here.
To reset all the Hours and Notes data to the original values, click 'Clear Changes'.
Click 'Save' to Take Attendance and create items with this data on the Attendance list.

Review and Edit Attendance Data

Navigate to Site Actions > View All Site Content > lists Attendance.
Edit data by editing the particular item you wish to change.

This feature records that the Individual was/was not present on a particular day. While the hours of attendance are recorded, this is in text character format - hours of participation cannot be calculated without custom development.

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