IN BRIEF
The Staff Portal allows instructors to record, review, and manage attendance for classes, camps, and appointments directly from their dashboard. Attendance can be filtered, updated in real time, and used for generating Makeup Tokens based on your organization’s configuration settings.
- Overview
- Accessing the Feature
- Step-by-Step Instructions
- Troubleshooting & FAQs
- Related Articles
Overview
The Attendance option in the Staff Portal displays all scheduled classes, camps, and appointments for the selected date. Attendance records are used for tracking student participation, managing Makeup Tokens, and linking performance data with skill tracking.
Important Note: If the current or selected date falls outside of the date range of any attached Session or Rolling Session attached to a class, that class will not be shown on the list.
Accessing the Feature
- From the Staff Portal dashboard, select Attendance.
- Use the date selector to choose the day you want to review or record attendance for.
- All scheduled classes, camps, or appointments for that day will be displayed.
Step-by-Step Instructions
Filter Options
Use filters to refine which events are displayed:
-
Event Type
- All – displays all scheduled events.
- Classes – limits results to classes only.
- Camps – limits results to camps only.
- All Start Times – restricts results to specific start times.
- All Locations – filters by Location. By default, instructors see only their assigned classes/camps (permissions can allow full access).
- All Instructors – filters by assigned instructor(s). Like Locations, visibility is limited unless staff permissions allow broader viewing.
Advanced Options:
- Show if no enrollments – displays events that do not have any active enrollments (hidden by default).
- Students with critical notes – shows only events with students who have open “Critical” student notes.
-
Students not evaluated – displays the indicator shown below for any students who have not had any skills evaluated within the defined time frame.
- Within the past ‘X’ days – default is 30 days.
NOTE: When attendance is recorded, as soon as one student is marked Present, all others are automatically marked Absent. These statuses update dynamically as students check in or are manually marked by staff.
Quick Attendance Indicator
- A green check mark indicates attendance has been recorded.
- A light gray check mark indicates attendance has not been recorded for that class.
Recording Attendance
- Select the class or camp you wish to record attendance for.
- Use the Present (✓) or Absent (✕) icons to set attendance for all students, then adjust individuals as needed.
- To mark additional details, select the student’s name to open extended options:
- Tardy
- Left Early
- Excused (available if the staff member has the “Excuse Absences in Staff Portal” permission).
- After marking all attendance, select Submit at the bottom of the page.
- Wait for the “Attendance Recorded” confirmation before leaving the page.
Attendance Status Indicators:
- ✓ Present
- ✕ Absent
- T Tardy
- E Excused
- L Left Early
Viewing Student Details
When taking attendance, the Staff Portal displays Student Indicators next to each student’s name. These icons highlight important reminders such as medical concerns or birthdays. All details represented by indicators are view-only in the Staff Portal, except for Notes.
For camp enrollments, answers to any User Defined Questions will also be displayed.
To view extended student information, staff can:
- Select the student’s name.
- Select the student profile icon to open the student’s Profile page.
- Review details such as:Primary and secondary guardian information
- Primary phone number and email address
- Policy acceptance statuses
- Birthdate, gender, and anniversary date
- Emergency contacts and other profile details
Viewing Past Class/Camp Attendance
- Use the date selector on the Attendance screen to navigate to the desired date.
- Select the class or camp to view attendance details.
- If a student’s name appears subdued, it means the attendance record exists, but their enrollment no longer includes that date (for example, due to an edited or deleted enrollment).
Viewing an Individual Student’s Attendance Records
- Filter the Attendance view by a date the student was enrolled.
- Select the class or camp the student attended.
- Select the student’s name.
- Select the Attendance Records section.
- Use ALL, CURRENT, or PAST tabs to switch between attendance views.
- Select the + icon next to a class/camp to view individual attendance dates.
Notes:
- The “Attendance Since Last Level Passed” section shows how many times the student was marked Present since their last “Passed” skill level.
- If the student has not passed a Skill Level or attended since their last pass, this section will either be hidden or grayed out.
Check-In Mode and Makeup Tokens
Makeup Tokens may be automatically issued for absences based on attendance source and settings:
Attendance recorded via Check-In Kiosk
- Makeup Tokens are generated 30 minutes after class ends, and again at end of day to capture updates.
Attendance recorded via Staff Portal
- If Attendance Check-In Mode is enabled under SETTINGS > STAFF PORTAL > GENERAL SETTINGS, tokens are generated on the same schedule as above (30 minutes after class, then end of day).
- If Attendance Check-In Mode is disabled, tokens are generated immediately when a student is marked Absent.
Attendance recorded via Office Portal
- If Attendance Check-In Mode is enabled under SETTINGS > SETUP > CLASS SETTINGS > GENERAL CLASS SETTINGS, tokens follow the same delayed generation process (30 minutes post-class and end of day).
- When attendance is recorded for a past date, tokens generate immediately.
- If Attendance Check-In Mode is disabled, tokens are generated immediately.
Reminder: Makeup Tokens are not issued for camp or appointment absences.
Troubleshooting & FAQs
-
Why is a class not showing in my Attendance list?
- Confirm the selected date falls within the active Session or Rolling Session. Classes outside this range will not display.
-
Why can’t I see other instructors’ classes?
- Access is limited by default to assigned instructors. Administrative permissions must be enabled to view all classes/camps.
-
Why are Makeup Tokens not generating?
- Check whether Attendance Check-In Mode is enabled under SETTINGS>STAFF PORTAL or CLASS SETTINGS and review your Makeup Token configuration.