How Do I Record Attendance in the Staff Portal?

Learn how to record and view attendance for students and classes using the Staff Portal interface.

Filter options

After selecting the "Attendance" option from the main Staff Portal dashboard, the system will display all classes, camps, and appointments scheduled to meet on the selected date. (NOTE: if the current/selected date is not within the date range of any Session/Rolling Session attached to a class, that class will not be shown.)

Filter options are available to help limit the class/camp results. These filters include:

  • Event Type
    • All (default option)
    • Classes - limits results only to classes.
    • Camps - limits results only to camps.
  • All Start Times - allows you to limit results only to classes/camps starting at the selected time(s).
  • All Locations -  allows you to limit results only to classes/camps at the selected Location(s).  By default, instructors can only see the classes/camps to which they are assigned (if needed, staff permissions can be granted to allow them to view all classes/camps).
  • All Instructors - allows you to limit results only to classes/camps to which the selected Instructor(s) are assigned.  By default, instructors can only see the classes/camps to which they are assigned (if needed, staff permissions can be granted to allow them to view all classes/camps).
  • Advanced Options
    • Show if no enrollments - if enabled, classes/camps with no enrollments will be displayed on the results list (these are hidden by default).
    • Students with critical notes - if enabled, only shows classes/camps with students enrolled who have open student notes with a status of "Critical" assigned.
    • Students not evaluated - if enabled, the system will display an identifier (shown below) to indicate students enrolled who do not have any skills evaluated within the number of days defined by the "Within the past 'X' days" value.
      • Within the past 'X' days - defines the number of days since the last recorded skill evaluation for the student (defaults to '30').

NOTE: since iClassPro requires a complete set of data to record class attendance, this means that as soon as the first student in the class checks themselves in, all other students will be marked as “Absent” for the class. Attendance status will be updated as each student checks in or they are manually marked “Present” by a staff member.

Quick Attendance Indicator

A check mark icon appears next to classes to easily indicate whether or not attendance has been recorded for classes for a specific date. A green check mark indicates attendance has been recorded, while a light grey check mark indicates attendance has not been taken.

Recording Attendance

  1. From the list, select the class or camp for which you would like to record attendance.
  2. From the list of students, use the Present (check mark) or Absent (x icon) indicator at the top of the page to select attendance for all students, then modify individual student records as needed using the check mark and x icons.

    After selecting Present for a student's attendance, you can click on the student's name to reveal options for Tardy and Left Early, which will highlight in green once selected. If the staff member has the permission to "Excuse Absences in Staff Portal" enabled, they will also be allowed to mark an absence Excused.

    Below is a list of all possible attendance statuses and indicators:
  3. After marking attendance for each student, click the Submit button which appears at the bottom of the page.
  4. Wait for the Attendance Recorded confirmation before exiting the page.

Viewing Past Class/Camp Attendance

To view class or camp attendance for a past date, simply use the date tool to navigate to that date from the initial attendance list, then select the class or camp you would like to view.

Note that if a student's name is subdued, this means an attendance record exists for that student but their enrollment dates no longer include the date the attendance was taken (either by deleting the enrollment or editing the start/drop dates).

Viewing an Individual Student's Attendance Records

  1. Filter the classes/camps by a date that the student was enrolled and attending class.
  2. Click on the class or camp the student attended.
  3. Click on the student's name in the list of students shown.
  4. Click the dark blue Attendance Records section.
  5. Choose from the ALL, CURRENT and PAST options at the top of the screen to find the class(es) or camp(s) attendance records you would like to review.
  6. Click the plus sign (+) icons next to classes and camps to view additional dates and attendance.

NOTE: The "Attendance Since Last Level Passed" data is calculated based on the number of times the student was marked "Present" in any class since they were last marked "Passed" on a Skill Level. If no records for passing a Skill Level exist for the student, this section will not be displayed.

If the student has not been marked "Present" for attendance since the date they were last marked "Passed" on a Skill Level, the section will be displayed but will be subdued/grayed out.

Check-In Mode and Makeup Tokens

Makeup Tokens that are automatically created by the system based on attendance status will be created thirty (30) minutes after class ends. At the end of the day, the system will also check for any Makeup Tokens that were not issued during the initial check (such as if a student's absence was changed from "Absent" to "Excused" later in the day). This is to ensure that students do not receive undeserved Makeup Tokens when checking themselves in via the Check-In Kiosk or if “Enable Attendance check-in mode” is selected under SETTINGS>STAFF PORTAL>GENERAL SETTINGS.

Need more assistance?

Customer support is available at 1-877-554-6776 Mon - Fri, 9 am to 9 pm (CT) and Sat, 9 am to 6 pm (CT).