Selecting the Activity/Session and Date of Participation
This opens the Record Participation for Activity form.
The form has dropdown menus for selecting the Activity and Session for which you are recording participation. Any field marked with a red asterisk is required.
If the activity for which you are recording attendance is not in the drop-down list, users with the proper security role can add it to the Activities section of the system. Click here to learn more about managing activities.
Select the date of attendance using the calendar control icon or type the date 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 or that the site is closed as defined in the Site Calendar section of the system. Dates in previous or subsequent months are sometimes visible but 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 Scheduled Activities
For Scheduled activities, sessions are established for specific dates. If you choose to enter participation on a date that is not one of the specific dates 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 recording participation, pick a different date.
Selecting Participants
After the correct date is confirmed, the next screen allows you to indicate which participants attended the selected activity session on the selected date.
The Enrolled Participants filter is selected by default if you have selected to record participation for a Scheduled activity. If any participants were enrolled, their status column has a blue "Enrolled" label. Participants appearing 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 not present for Unscheduled activities. This is because Unscheduled activities do not have an expected list of participants, and therefore no one is enrolled.
If the activity has a long list of enrolled participants or you are recording participation from the list of all 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 Times is 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 checked/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: Th--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. 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 time fields.
Click Now to quickly change the Start Time or End Time 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 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, Start Time, End Time, and Notes for the selected participants .
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, Start Time, End Time, and add any individual Notes if desired.
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 selected 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 as shown below.
If you want to update the remaining participants to "Unexcused Absent" (for example), update the Status, Start Time, and End Time data fields 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.
