Manage Attendance in a Course

Taking attendance for a course requires some prior setup/permissions before it can be done via a tablet or computer
The list of absence reasons are defined in the attendance reasons code table.

 

Steps for Managing Attendance

  1. The instructor must log in to the the ticketing site (tickets.yourvenuename.org) and go to the home page. If they are allowed to manage classes, they will see Manage Play/Courses in their Patron Services area.

    It is permissible to bookmark the link to manage performances - and it may involve a login to proceed.

  2. This will show a list of upcoming courses that they are allowed to manage as an instructor. They can select the course that they want to Manage and set the attendance for.

  3. The instructor will see a list of attendees. To change the attendance status of the student, click the Attending button beside their name.

  4. The Instructor
    • will see a list of absence reasons, and
    • can select one as the reason for missing the class, and
    • click the Set Reason for Absence to mark the student absent

    If a student is marked absent and they should be present, you can use these steps to clear the absence reason.

  5. After adding the attendance reason, the list of registrants will change to show why the Student is not able to attend.

Clearing or Changing an Absence Reason

  1. If a student was set absent by mistake, or arrives late and you want to change the attendance reason, all you need to is:
    • start at the class roster
    • Click on the absence reason button that is beside the patron name. This example says Attended-Late and is shown in orange (the typical bootstrap danger colour)

  2. The attendance screen is shown. You will have two options:
    • Clicking the button that says {Student Name] will attend, which clears the absence and sets the Student Attended
    • Selecting a different absence reason and then clicking Set Reason For Absence
    • Clicking the Back to Performance Management to make no changes to the data

  3. When back on the attendance list, the revised attendance status will be shown beside the student's name

Personnel Setup for taking Attendance on tablets

The instructor, volunteer or staff member can manage the attendance of students within the course or patrons within an event, subject to a few conditions:
  1. The class or performance must have already been set up and in the future
  2. There must be a Volunteer or Personnel activity set up in code tables that allows the Set Attendance option.
    • Typically that Activity code might be called 'Instructor' or 'Attendance Taker'. It could even be 'Usher' if desired.
    • The staff member or volunteer must be permitted to do the activity code that has ticket scanning capability
  3. The staff member or volunteer with an activity code that allows scanning must be assigned to the performance you want them to scan attendance for in one of the three ways below: