Taking attendance in the admin portal

We updated ASAP to make it easier to take attendance in the admin portal. Now you can take attendance for group classes or private lessons all on the same page.

We added custom attendance codes for group classes so you can create options like "tardy" and "left early". You set these codes up on the Navigation menu under Modules, in the Attendance codes section.

In this article, we walk you though taking attendance starting from the class details page and starting directly in the Attendance tool. We also walk you through taking hourly attendance (which hasn't changed in this next generation ASAP).

Class details page

Taking attendance starting from the class details page means you see attendance information just for the class you are working in.

  1. Open the class details page.

In the Enrollments section of the Roster tab, you see all the enrolled students.

RosterEnrollments.png

 

  1. In the Enrollments section, click ellipsis.png (More options) and select Take attendance.

AttendanceMenu.png

NOTE: This is where you can also choose to print attendance sheets, check-in sheets, attendance reports, and access the hourly attendance feature.

Selecting Take Attendance opens the Attendance page.

  • If you want to change the date or date range, click the calendar icon and make your selection.
  • If you are looking for a specific student, click magnifying.png and enter that information.
  • If you are looking for a specific instructor or for classes without attendance taken, on the page menu, click GreyFilter.png and enter that information.
  1. Find the date(s) you are taking attendance for and expand the class information by clicking the down arrow downarrow.png.
  2. For each student, select CheckCircle.png if present or XCircle.png if absent.
TIP: You can mark all students present at one time by clicking the column heading All Present.
  1. To mark a student tardy or record them leaving early, click ellipsis.png and select Tardy or Left Early.
TIP: Tardy and Left Early are attendance codes that you can set up. You can change these codes and/or add additional ones. (Navigation menu > Set Up > Features > Attendance Codes.)
  1. To change the In or Out time, click in the time box and make your selection.
  2. You can add a note to the student's record by clicking Edit.png.

AttendanceFilledIn.png

ASAP saves your information as you enter it. You can click the up arrow uparrow.pngto collapse the attendance list for that day.

Attendance tool

When you take attendance starting directly from the Attendance tool, ASAP shows you all of the classes scheduled for the current day. You can specify a different date, or a date range if you want to access previously held classes.

  1. On the Navigation menu, select Tools, and then select Attendance.
    • If you want a date(s) other than today, click the calendar icon to select a date or date range.
    • If you are looking for a specific class or student, click magnifying.png and enter that information.
    • If you are looking for a specific instructor or for classes without attendance taken, on the page menu, click GreyFilter.png and enter that information.
  2. Expand the class you are taking attendance for by clicking the down arrow downarrow.png.
  3. For each student, select CheckCircle.png if present or XCircle.pngif absent.
TIP: You can mark all students present at one time by clicking the column heading All Present.
  1. To mark a student tardy or record them leaving early, click ellipsis.png and select Tardy or Left Early.
TIP: Tardy and Left Early are attendance codes that you can set up. You can change these codes and/or add additional ones. (Navigation menu > Set Up > Features > Attendance Codes.)
  1. To change the In or Out time, click in the time box and make your selection.
  2. You can add a note to the student's record by clicking Edit.png.

ASAP saves your information as you enter it.

Taking hourly attendance

Sometimes you need to enter extra hours for students. These hours might consist of make-up time, extra hours in the lab, externship hours, community hours, volunteer hours, independent study hours, distance learning hours, etc. These hours are done outside of normal scheduled class time.

You enter these hours on the hourly attendance page. You can access this page through the class details page or from the Attendance tool.

  • To access via the class details page: Open the class details page, click ellipsis.png, and select Take hourly attendance.

AttendanceMenu.png

  • To access via the Attendance tool: On the Navigation menu, click Tools, then click Attendance. On the Attendance page, click ellipsis.png, and select Hours entry tool.

attendancehoursentry.png

  1. On the hourly attendance page, search for your class. 
NOTE: If you access from the class details page, class and student information is already displayed, you don't have to search for it. If you access from the Attendance tool, use the filters to find the class or classes you are looking for.
  1. For Attendance Type, select the type you are recording.
  2. For Week Of, select the applicable week.
  3. Record the student hours.
    1. If you are recording the same amount of hours for all students for all days, for Default Hours, enter the hours, and then click Set All To Default.
    2. If you are recording the same amount of hours for all students for one day, select Set Values by day and in the column head for each day, enter the hours for that day.
    3. If you want to enter hours per student, over a wider range of time, click the icon next to the student's name, enter the information, and then click Save.
  1. When finished recording hourly attendance, click Save.
NOTE: When entering hours, you can enter hours.minutes or hours:minutes. For example, 2.30 or 2:30 is equivalent to 2 hours and 30 minutes. You can enter up to 23:59 hours per day.

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