How to Take Attendance with the UpActive Mobile and Web Platform
Taking attendance is a key way to gain insight into the effectiveness of your program
On the UpActive platform, you’ll notice that attendance tracking is built into every part of our scheduling tools, from desktop to mobile (for more background on how to build a team or group schedule using UpActive, check out this post). Here’s how to make sure you’re tracking the attendance data that you need on UpActive, in two easy steps.
NEW! UpActive now supports Excused Absence tracking—read more about how to track excused absences via the link below:
To start using Excused Absence tracking, it must be turned on for an organizationmedium.com
Step 1: Select the Event
On the main schedule page on the desktop, you’ll see a breakdown of your entire upcoming and past schedule.
In order to see detailed attendance and event data, simply click on the event title. This will bring you to the event detail page (below).
Step 2: Take Attendance
Once you’ve navigated to the event detail page, you’ll see a breakdown of the roster in terms of who is planning to attend (‘Yes’), who may be attending (‘Maybe’), and who will not be attending (‘No’). This is to help managers and coaches know what to expect for the event, and helps with arranging rides and resources, so it’s important that players and group members respond to event invitations.
The default view with be the players or group members, but you can see only coaches/managers, or everyone at once by toggling the buttons at top right. The large numbers in the circles will change to reflect the number of responses for each category.
If you’re taking attendance, you’ll need to toggle from ‘RSVP’ to ‘Attendance’ (shown above) and then select either ‘on-time,’ ‘late,’ or ‘absent’ to record attendance for the event. The progress bar above the roster shows how many of your members have been tracked for this event.
You can filter by all members, or just players/members, or coaches/managers. You can also see a breakdown of the attendance by clicking on the ‘+’ sign next to ‘Present,’ and you can search for anyone in the roster by typing into the search box. Finally, you can easily mark everyone present or absent using ‘All Here’ or ‘All Absent.’
Then, you’ll be able to see a breakdown of the attendance, including a percentage of the roster that attended, in the ‘Past’ events tab.
(NB: The attendance breakdown above right will be based on both players/members and managers.)
Step 1: Select the Event
On the mobile app, we’ve recently updated our workflow to make things as smooth and easy as possible while you’re on the go. From the main schedule tab, select your event. Once you’ve tapped on the event you’re looking to take attendance for, you’ll be on the mobile event detail page.
The event detail page on mobile is slightly different, but offers the same access to attendance information, formatted more cleanly for mobile use. You can see a breakdown of who is planning to attend/may attend/cannot attend by tapping ‘RSVP,’ and you can take attendance by tapping ‘Take Attendance.’ Once you tap ‘Take Attendance,’ you will see the below screen.
You can expand or collapse the categories by tapping on the label (Players/Members or Coaches/Managers).
Players whose attendance has not been updated will have an empty square to the right of their name, as with Johnny Appleseed above. Tapping a square once will give you a green check mark, meaning that the player attended the event and arrived on time. Tap a second time to mark someone late. Tapping a third time will give you an orange ‘x’ mark, meaning that the person was absent from the game.
If everyone is present and on time, you can easily mark ‘All Here’ or ‘All Absent’ with a single tap.
Once you’re finished recording the attendance for the event, hit ‘SAVE’ to save the attendance, or cancel to leave this screen without saving your attendance.
For events in the past, you can see an ‘Attendance Summary’ the same way you see it on the web version—just tap anywhere in the Attendance Summary to expand it to show further details (see below)
It’s as simple as that!
If you have more questions about how to set up your account, or build team and group schedules, take a look at the resources below.
Set up your account, create teams and groups, and invite people to join using this helpful guidemedium.com
This Post Covers the Basics of Creating Events and Setting up Your Schedule for the Season, on Desktop and Mobilemedium.com
Get in Touch
We hope that this little tutorial helps! Again, if you have further questions or comments, you can always reach us by responding below, sending us a note via Twitter or Facebook, or emailing us at email@example.com. And for more background on how UpActive works, follow this link to our website.
-The UpActive Team