How Do I Configure Attendance Settings?

IN THIS ARTICLE:
Learn how to configure attendance settings for the Office Portal and Staff Portal, including staff permissions required to record and edit attendance records.

Attendance Overview

In iClassPro, Attendance doesn't just mean marking a student "Present" or "Absent" -- it brings a whole host of requested features that we have collected from our customers!

  • Attendance Taken/Not Taken Indicator
  • Enrollment Alert Icons
  • Class Cancellation (Great for Blackout Dates)
  • Per-Enrollment Attendance Statistics for Students
  • Recording Future Expected Absences
  • Tardy/Absent Indicator for Present Students
  • Excused/Unexcused Absences
  • Staff Portal Features and Settings
    • Mobile Camp Attendance Tracking
    • Mobile Student Photo Taking
    • Mobile Student Notes

 

Attendance Related Staff Permissions

After configuring your staff portal to work the way you want it, you will need to make sure your staff User Groups are ready to go for attendance taking. To edit User Groups, go to Settings > Setup > Staff Settings > User Groups and double click each user group to edit that group's permissions.

Several factors influence whether staff members can view and take attendance from various portions of the software, including those covered below:

Application Access Section

  • iClassPro - Switching this to Full enables the group to log into the main iClassPro application.
  • Staff Portal - Switching this to Full enables the group to log into the mobile-friendly Staff Portal.

Page Access Section

  • Families - Full access will allow the group to access the Families page of the main iClassPro application. Attendance can be accessed from this page from the list of students under the family by clicking on the check mark icon.
  • Students - Full access will allow the group to access the Students page of the main iClassPro application. Attendance can be accessed from this page by clicking the check mark icon next to the desired student.
  • Classes -  Full access will allow the group to access the Classes page of the main iClassPro application. Attendance can be accessed from this page by clicking the check mark icon next to the desired class.
  • Camps - Full access will allow the group to access the Camps page of the main iClassPro application. Attendance can be accessed from this page by clicking the check mark icon next to the desired camp.
  • Reports - Full access will allow the group to access the Reports page of the main iClassPro application. Attendance can be accessed from the Roll Sheets report.

Tasks Section

  • Families/Students - View options will give the group the ability to view the family and student details such as names and contact information as well as use communication tools, but not make changes. Full options will also allow changes to be made by the group.
  • Ledgers - Full access will allow the staff member to see outstanding balance totals in the Office Portal.
  • Enrollments - View options will allow the group to view the enrollments within a class, camp, family or student view. Full options will allow the group to also edit the enrollment.
  • Excuse Absences in Staff Portal - required for a staff member to mark an absence "Excused" when recording attendance from the Staff Portal.
  • See All Classes/Camps in Staff Portal – required for a staff member to take attendance for another instructor’s classes. (By default instructors only see their own classes within the Staff Portal.)
  • Classes - View enables the group to view classes and class details in the main application and staff portal. Full options give the group access to editing the classes from the main application.
  • Camps - View enables the group to view camps and camp details in the main application and staff portal. Full options give the group access to editing the camps from the main application.

Reports Section

Student Reports Section

  • Student Attendance Report - provides an attendance history for selected student(s), including the name of the student, date of attendance, timeslot and class name, and attendance status.

Class Reports Section

  • Roll Sheets - Full options allows the group to generate roll sheets over a given date range to take physical attendance or review past attendance by class.
  • Absences Report - Full options allows the group to generate a report of the number of absences within a date range for classes.
  • Excused Absences Report - Full options allows the group to generate a list of absences marked as excused in classes over a date range.
  • Expected Absences Report - Full options allows the group to generate a list of expected absences which have been entered into the system for classes.

Camp Reports Section

  • Excused Absences Report - Full options allows the group to generate a list of absences marked as excused in camps over a date range.
  • Expected Absences Report - Full options allows the group to generate a list of expected absences which have been entered into the system for camps.

Commonly Asked Questions

  • Where is the class attendance button? The attendance can be accessed by going to the Family or Classes page and clicking on the check mark icon.
  • Can my staff take attendance for only one or a few students out of the class? No. Attendance (present or absent) must be recorded for all enrollments at once. It can be edited afterward for tardy students or last minute changes. While we offer "Check-In Mode", when this is enabled, taking attendance for the first student in a class will record an absence for his/her classmates until their attendance is edited.
  • Does attendance auto-save? No. To avoid the potential of slow wireless Internet connections not recording the data in the allotted time, saving attendance is an action initiated by the staff member by clicking Submit. This also speeds up the experience and reduces data usage for mobile devices.
  • Can I record attendance in advance? No. Attendance cannot be taken for future dates. However, you can record an expected absence or string of absences for a single student by going to the student's attendance, clicking Record Future Absence and following the on-screen instructions. This shows an alert to the staff member taking attendance so the class does not experience any unnecessary delays while waiting for the student, but the absence must still be recorded on that date. 

Click here to learn more about recording attendance in the Office Portal.

Click here to learn more about recording attendance in the Staff Portal.

Need more assistance?

Call us at 877-554-6776. Our business hours are Mon–Sat, 9am–9pm (CT).