Track Client Attendance

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Use the Attendance Module to track attendance for clients enrolled in a program in an attendance institution.

Menu path

Attendance Tracking > Attendance > Tracking > Tracking

Open the Attendance Tracking Screen

In the myEvolv toolbar, click the Attendance Tracking toolbar button.
In the Navigation pane, under Attendance, select Tracking > Tracking.

View Attendance Records

In the Attendance module, in the toolbar, click the Select Attendance Institution button.
In the Attendance Institution screen, search for and select the institution.

System result: In the Tracking screen, results for clients are displayed.

Record Attendance Days for an Individual Client

To record attendance for a listed client on an individual day, complete the following steps.

In the Periods drop-down list, select the correct date range.
Click in the cell for the appropriate day and enrollee in the calendar.

System result: Clicking the cell will place a P (present) in the cell. Subsequent clicks will change the mark to an A (absent) or remove all marks. For Holidays, clicking will allow for marking as P as well.

Once you have completed your entries, click the Save button.

Note: The system does not require you to complete the entire week to save.

Update Time Attended Entry

Click the ellipses button next to the P entry.
In the Attendance - In/Out dialog, enter times in the In and Out fields.

Record Absences

For attendance tracking based services, you can have the system track planned and unplanned placement changes or days of absence, to which rules for counting which days are billable or not can be applied. For example, a client misses a day of scheduled school, but has an excused absence.

Note: This is configured in setup and application of placement disruption events.

Click the ellipses button next to the A entry.
In the Absence Reason dialog, click the Ellipses button to search for and select a reason.

View and Edit Absence Reasons

You can view the reasons for an absence at a glance or update the reason.

Hover the cursor over the ellipses button next to the A entry.

System Result: The system displays the reason for the absence in a pop-up text box.

To change the reason, click the ellipses button.
In the Absence Reason dialog, click the Absence Reason button label.
In the Placement Disruptions dialog, select a reason from the Attendance Reason list.
Click Update.

Autofill Multiple Attendance Records

To record attendance for all clients simultaneously on a day, complete the following steps:

In the Periods drop-down list, select the correct date range.
Click any date link under the day heading in the calendar.

System result: A list of autofill options is displayed for the day and for the week.

Select an autofill option:

Autofill this Date - Places P in the cell for each client enrolled for that day.
Fill this Date With [P]resent - Places P in the cell for each client enrolled and opens the dialog box to modify time of attendance.
Fill this Date With [A]bsent - Places A in the cell for each client enrolled and opens the dialog box to enter an absence reason.
Fill this Date With [H]oliday - Places H in the cell for each client enrolled.
Autofill the Entire Week - Places a P in the cell for each client enrolled for the entire week.
Fill the Entire Week with [P]resent - Places P in the cell for each client enrolled and opens the dialog box to modify time of attendance.
Fill the Entire Week with [A]bsent - Places A in the cell for each client enrolled and opens the dialog box to enter an absence reason.
Fill the Entire Week with [H]oliday - Places H in the cell for each client enrolled.

View Attendance Entry History

Complete the following steps to view the attendance tracking details for a client for example, the user who completed the attendance entry and the date and time the entry was made.

Open the attendance record for the appropriate institution and date range.
Click the ellipses button for an entry.
In the time dialog, select the button next to the time in field and select Open in a New Window.
In the Attendance In/Out dialog, click the History button.

System Result: In the Update History dialog, the system displays the history of the attendance entry.