This opens the Record Participation for Activity form. This form has drop-down menus for selecting the Activity and Session for which you are recording participation. Any field marked with a red asterisk is required, including any custom fields.

 

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 for an overview of managing activities.

 

Select the desired Activity and Session.

 

 

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 may be visible but not selectable. Use the arrows at the top of the calendar to move forward or backward between months to select those dates.

The next step is to update the status and participation times of the checked people. 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 the checked participants.

 

Click the Set statuses/times button at the bottom of the screen.

 

When you are done, click Save Status to update the Status, Start Time, End Time, and Notes for the selected participants.

 

 

To remove participation from one or more participants, check the box to the left of their name(s). Below the listing of participation, click the Delete Participation button.  Confirm the deletion and the participation status and times will be removed for the selected individuals.

To update an individual's Status, Start Time, End Time, and Notes, click on their name to open a form. This may be needed to adjust times if the person left the activity early or needed a different Note than others.

Follow the previous steps to update their Status, Start Time, End Time, and add any individual Notes if desired.

Click Next Step at the bottom of the Select Participants screen to save all selected participants' statuses, times, and notes.

Set Status for Remaining Enrolled Participants of a Scheduled Activity

When Next Step 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 data fields and click Save Status. Then, click Next Step 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.

Step 3: Summary (and participation copy)

Clicking Next Step will bring you to the Step 3 Summary screen. Here a summary of the activity/session date and participation counts by status will be displayed. If all looks accurate, click the Done button to return to the main Participation screen.

This screen also contains a powerful feature that allow you to copy this date and activity/session participation to one or more activity/sessions on the same date. Click the Copy Participation button to open the following screen.

The Copy participation to other sessions screen offers multiple options for copying participation. These include: 

• What activities/sessions do you want to copy this participation to 
• If the copying is for only those enrolled in this session 
• What statuses should be copied (e.g., Present)

 

First, in the Copy to sessions drop-down, check which Sessions you would like to copy this just-recorded participation to. In this example, we will plan to copy "Tutoring" participation to "Snack | Afternoon Snack." 

Next, if you want to have only participation copied for those that are enrolled in the Afternoon Snack session, select Copy Participants based on enrollment from the Copy participants drop down list options. If you want to copy participation for all those with participation recorded for Tutoring, regardless of whether or not they are enrolled in the Afternoon Snack session, select Copy all participants.

 

Finally, you can determine which participants will have participation copied based on their participation status in the Tutoring session. Check the participation statuses you would like to copy in the Copy statuses drop down.

After making the three selections, our example screen below indicates a plan to copy Tutoring participation to Afternoon Snack for all statuses (Present, Excused Absent and Unexcused Absent) for all participation regardless of enrollment in the Afternoon Snack session. When all options are selected as desired, click Copy. 

A green message will appear, indicating that the copied participation records have been saved successfully. The Summary screen will be displayed again. Click Done to save all participation data and return to the main Participation Screen.

 

A few helpful tips...

1. Participation can be copied and edited later. For example, if some participants missed Snack but attended Tutoring, it's easier to copy all participation and then adjust individual records than to enter Snack participation manually.
2. The Copy Participation feature saves time for programs with scheduled sessions and enrolled students. By marking attendance for one session (e.g., Snack), you can copy participation to all other sessions for which the students are enrolled on that day. Selecting "Copy participants based on enrollment" marks students present in the initial session as present in all their other sessions for that date. If a participant leaves early, you can remove their participation from specific sessions by editing those attendance lists directly.