The attendance feature in the Scheduling module is designed to track client’s attendance in a classroom or group setting session. The attendance feature allows you to set up codes associated with clients’ attendance and classify absences as excused, unexcused, or other. This feature allows you to quickly filter and track clients who have or have not attended a session via the Attendance screen or with a filter in the Grid View, in the Scheduling module. Please note, that recording clients’ attendance does not convert any appointments to a timesheet, nor replaces any billing and payroll related processes.
To utilize the attendance feature, the first step is to set up your Reason Codes.
To set up Reason Codes:
- Navigate to the Scheduling module and select Settings
- Click Reason Codes
- New Code: enter the code name (E.g. Sick, No Show, Life Event, etc)
- Code Description: enter a description with further details about the code
- Applies to: click the checkbox to classify what the code is related to
- Present: codes related to clients being present during the session
- Excused: codes related to the client being absent during the session, but with an acceptable excused
- Un-Excused: codes related to the client being absent during the session, without an acceptable excused
- Please note, unexcused appointments will have an “NI” on the attendance report
- Other: codes not related to the above classification
- Click the save icon on the right-hand side of the code
Once the Reason Codes are set up, individual client attendance can be recorded via the Calendar View, Grid View, or from the Day Planner.
To record clients’ attendance:
- Navigate to the Scheduling module and select View My Calendar, View Day Planner, or View as Grid
- Click the checkbox on the top left corner if you want to select all of the appointments in the view
- On the Calendar and Planner view, select Check all events to select all of the appointments on the calendar view
- Or, to select individual appointments on the Calendar and Day Planner views, click the CTRL key on your keyboard and select each individual appointment
- On the Grid view, you can select individual appointments by clicking the checkbox on the left-hand side of the appointment
- On the Calendar view, click Actions on top of the view and select Update Status & Attendance
- On the Day Planner and Grid View, click Update Status
- Under each client, click the first drop-down on the left-hand side and select the attendance type: Present, Un-Excused, Excused, or Other
- Click the Code drop-down to select the Reason Code associated to the attendance type
- Click Comments to enter additional comments, pertaining to the attendance recorded, and click Done
- Continue to update each client’s attendance, and click Save Status for X Appointments
Once attendance is recorded in CentralReach, attendance can be tracked via the Attendance screen and from the Grid view. Attendance can also be tracked via the report that can be downloaded from the Grid view.
To track attendance from the Attendance screen:
- Navigate to the Scheduling module and select Attendance
- The view will display all clients names on the left-hand side column, with their recorded attendance for each day of the selected month
To track attendance from the Grid view:
- Navigate to the Scheduling module and select View as Grid
- Click the funnel icon on the top left-hand side to expand the panel
- Click the Filters tab
- Click Attendance Tracking
- Click to add the desired filter to the appointments on the grid
- The filter name will be added on top of the grid and can be removed by clicking the x next to the filter
- To download a report including the defined filter, click the download icon on the top right corner and select CVS or Text and click Go to Files on the Export pop-up to export the report