How Do I Record Attendance in the Office Portal? – iClassPro Support

IN BRIEF
Staff with appropriate permissions can record and view attendance for students enrolled in classes, appointments, and camps directly in the Office Portal. Attendance can be marked manually by staff or automatically through Check-In Mode, which can also affect Makeup Token behavior depending on configuration.

Overview
Accessing the Feature
Step-by-Step Instructions
Troubleshooting & FAQs
Related Articles

Overview

The Office Portal allows staff to take or view attendance for any scheduled class, appointment, or camp. Attendance may be managed directly from the Classes, Appointments, or Camps pages. When enabled, Attendance Check-In Mode allows staff to record individual attendance and view past attendance records. Attendance data may also trigger automatic Makeup Token creation depending on settings.

Accessing the Feature

From the main navigation menu, go to Classes, Appointments, or Camps.
Locate the desired class, appointment, or camp in the list.
Select the Attendance icon (checkmark) next to the item to open the attendance window.

Step-by-Step Instructions

Marking or Viewing Class, Appointment, or Camp Attendance

Go to the Classes, Appointments, or Camps page.
Locate the event in the list.
Select the Attendance icon (checkmark) next to the class, appointment, or camp.
- Note: For appointments, you may need to open the Action menu (three dots) to locate the attendance option. You can “pin” this action for easier access in the future.
In the attendance window, locate the Time and Date you want to take attendance for.
- Each instance of the class, appointment, or camp appears as a separate entry.
- Dates outside the active Session/Rolling Session range will appear but cannot be selected for attendance. These are labeled: “Class is not scheduled to meet on this date.”
Select the checkmark to mark a student Present or the “X” to mark Absent.
- To save time, select the checkmark at the top of the list to mark all students Present and adjust as needed.
Select Submit to save changes.

Check-In Mode & Viewing Single Student Attendance

To allow staff to record attendance for individual students, the Enable Attendance Check-In Mode option must be enabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS.

When enabled, staff can record or update attendance from the Students, Classes, Enrollments, or Calendar pages.
Important: When the first student in a class checks in, all other students in that class will automatically be marked Absent until they check in or are marked Present manually.
Attendance for an individual student can also be viewed or edited from the Students page:
- Go to the Students page.
- Locate the student record.
- Select the Attendance icon.
- Choose the desired Time and Date from the attendance window.

NOTE: The "Enable Attendance Check-In Mode" setting also affects whether cancelled class timeslots appear when viewing attendance for a specific student.

When the setting is enabled, cancelled class timeslots are displayed.
When the setting is disabled, cancelled class timeslots are not displayed.

Additional viewing options:

Select All or Past at the top of the window to review attendance for previous enrollments.
Dates outside session ranges display but cannot be edited.

To record attendance:

Select the checkmark for Present or the “X” for Absent.

Viewing or Editing Past Attendance

After selecting Present or Absent, additional options become available, including:
- Tardy
- Left Early
- Excused Absence
If a student’s enrollment no longer includes the date attendance was taken, their name will appear subdued (e.g., if the enrollment was deleted or edited).
Select Submit to record any changes.

Attendance Statuses:

Present
Tardy
Left Early
Tardy & Left Early
Absent
Excused Absence

Student Indicators:

Medical Alert
Birthday
Roll Sheet Comment
Notes
Makeup
Balance Due
Trial Enrollment
Expected Absent
Drop
Transfer
First Day

Check-In Mode & Makeup Tokens

When attendance is recorded, Makeup Token creation depends on where attendance is recorded and whether Check-In Mode is enabled:

Attendance recorded via the Check-In Kiosk:

Makeup Tokens (if configured) are created automatically:
- Thirty minutes after class ends.
- Again at the end of the day to capture any changes.

Attendance recorded via the Staff Portal:

If Attendance Check-In Mode is enabled under SETTINGS>STAFF PORTAL>GENERAL SETTINGS, tokens are created thirty minutes after class ends and again at day’s end.
If disabled, tokens generate immediately for students marked Absent, following your Makeup Token settings (e.g., all absences or only excused absences).

Attendance recorded via the Office Portal:

If Check-In Mode is enabled under SETTINGS>SETUP>CLASS SETTINGS>GENERAL CLASS SETTINGS, tokens are created thirty minutes after class ends and again at day’s end.
If attendance is recorded for a past date, tokens generate immediately.
If Check-In Mode is disabled, tokens also generate immediately.

Reminder: Makeup Tokens are not issued for camp or appointment absences.

Troubleshooting & FAQs

Why do I not see certain class dates in the attendance window?
- Dates outside the assigned Session/Rolling Session range display for reference but cannot be selected for attendance.
Why are all students marked absent when the first student checks in?
- In Check-In Mode, iClassPro requires a complete set of attendance data. When the first student checks in, all others default to Absent until they check in or are marked Present manually.
Why were Makeup Tokens not created for a camp or appointment?
- Makeup Tokens only apply to class absences. Camps and appointments do not generate tokens.