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

Desktop 🖥

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.

🚨 NOTE: For organizations that have turned on tracking for ‘excused vs. unexcused’ absences, the attendance tab will look like the below. 🚨

Tracking excused absences when taking attendance

To turn on this feature, please contact our Client Success team at ✉️

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.)

Mobile 📱

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 will give you an orange ‘x’ mark to show that the member was ‘absent.’ Tapping a third time will mark a member ‘late.’

🚨 NOTE: For organizations tracking excused vs. unexcused absences, managers will need to tap three times to mark a member as ‘excused.’ 🚨

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)

Attendance Summary collapsed (left) and expanded (right)

It’s as simple as that!