To track participation for a date when more than one person participates in the same activity, click Participation in the left-hand navigation menu.
Click Enter for activity.
Selecting the Activity/Session and Date of Participation
This opens the Record Participation for Activity form.
The form has drop-down menus for selecting activities and sessions. Only scheduled, drop in, and unscheduled activities will appear in the Activity drop-down. Any field marked with a red asterisk is required.
Select the date of attendance using the calendar icon. A calendar control will appear. Click on the date of participation or type it in the date field. Click Next Step.
Some dates on the calendar will be crossed out and are not selectable. Crossed-out dates represent dates not within the date range of the Session's Schedule (for Scheduled or Drop-in type activities), or the site is closed as defined in the Site Calendar section of the system. Dates in previous or subsequent months are also not selectable; use the arrows at the top of the calendar to move forward or back between the months to select those dates.
Additional Information about Calendar Dates for Schedule or Drop-In Activities:
Session Schedules are established for both a date range and specific days within that date range for Scheduled or Drop-in type activities. If you choose to enter participation on a date that is not one of the specific days the Session was scheduled for, the message below will appear.
You may change your selection to a date the session was scheduled to be offered by clicking Select another session/date, or you may add this date to the session schedule and continue to add participation by clicking Schedule and Continue.
A warning will appear at the upper right if the site is closed on the selected date. To continue, pick a different date.
Selecting Participants
After the desired date is confirmed, the next screen lets you indicate which participants attended the selected activity session on the selected date.
The Enrolled Participants filter is selected if you record participation for a Scheduled activity. Each participant's status has a blue "Enrolled" label. Participants in the enrolled section were previously signed up for the activity and are expected to attend.
You can also select the All Participants filter to find someone who attended but was not previously enrolled in the activity.
The Enrolled Participants filter is unavailable for Unscheduled or Drop-in activities, and the participants will not have a blue "Enrolled" label in the Status column. These types of activities do not have an expected list of participants, and therefore, no one is enrolled.
If the activity has a long list of participants, you can use the search bar to locate participants by name. To update each person's status, check the box to the left of their name.
Checking the top box marks all participant check boxes. If you want to update most of the people with a certain status, it is typically quicker to check all of them with this "all" box and then uncheck some.
Updating Status and Participation Times
The next step is updating the checked people's status and participation times. This step must be completed, or no participation will be saved. The next steps are very important. Please continue reading to learn how to update the status of multiple participants.
The default Start Time and End Time for all Participants can be set to match the session's start and end times, or they can be set to use the current time. Times can always be adjusted as needed.
Current Time is best for entering participation in real-time, like checking participants in and out at an event with a mobile device like a tablet.
Session time: Best for all other situations, including recording participation from sign-in rosters.
Select Session Times or Current Times using the toggle, then click Set statuses/times.
The Multiple Participants form will open. Using the Status dropdown menu, select the appropriate status for the previously selected participants.
Present: the participant was in attendance
Excused Absence: the participant was expected to be in attendance but was not present and communicated a valid reason for missing the activity session.
Unexcused Absence: the participant was expected to be in attendance but was not and did not provide a valid reason for missing the activity session; this is essentially a "no-show."
Verify the Start and End times. Time fields are not visible/required for Excused and Unexcused absences.
For those marked "Present," this is where the Session Time/Current Time toggle selection impacts the form. If you selected Session time, the Start Time and End Time fields default to the session start and end times for the activity. If you selected Current Time, these fields will default to the actual time you opened the Set Statuses/times window.
Change the times by clicking in the time fields and adjusting the hours, minutes, and am/pm. You can also manually type the time into the field.
Click Now to quickly change the Start or End times to the exact time you are recording attendance.
The system will not allow you to select an End time that is before the start time.
You can also enter Notes about that day's participation. These notes will be applied to each person selected and visible in their participant record's participation section.
When you are done, click Save Status to update the status, times, and notes for the participants selected previously.
Repeat the steps above to update the statuses/times of a different group of participants (e.g., to mark some with a status of "Unexcused Absent").
Updating Status for an Individual Participant:
To update an individual's status and times, click on their name directly to open the Participant Attendance form.
Follow the previous steps to update their status and times and add any individual notes.
Click Save Statuswhen done to apply the status, times, and notes to that individual.
Then click Doneat the bottom of the Select Participants screen to save all edited participants' statuses, times, and notes.
Set Status for Remaining Participants of a Scheduled Activity
When Done is clicked for a session of a scheduled activity, if any participants are still marked with a blue "Enrolled" status after recording those who were "Present," a Set Status for Remaining Participants modal window will open.
If you want to update the remaining participants to "Unexcused Absent" (for example), update the information and click Save Status. Then, click Done at the bottom of the Select Participants screen again.
If you want to leave the participants with an Enrolled status, click Skip this step. This will take you back to the main Participation screen.
