Background: The current process to enter Group/Class attendance is time-consuming and unnecessarily complicated. This automated process aims to eliminate 90% of the manual work (entering, searching for, selecting, etc.) so staff can spend more time serving client instead of doing data entry.
I Sign In Process - at the beginning of a Group/ Class
1: Go to the Group/Class Sign In page
2: Select Address
3: Click "Show Groups and Classes" button.
4: Select the Group/Class
5: Type in the Participant's First Name
6: Type in the Participant's Last Name
7: Click "Sign me in" to send these attendance data to Salesforce.
If the Sign in was successful, you'll see this page.
II Entering Attendance - after the group/class has ended
1: To pull up your electronic attendance sheet click on the More tab and selecting GroupClass Attendances
2. Open the "[Program] Attendance Today" list of your program. This list captures all sign in created Today. For example, If you're with FRC program, you can use "FRC Attendance Today" List. If you don't see a "Attendance Today" list for your program or you want to create a different time frame or other search criteria (i.e., this week, all Parent Ed) please email your Salesforce Admin to create one.
3: Check your e-attendance sheet for any errors. An attendance has been successfully created in CoDa if the final column of your attendance sheet starts with the word FOUND.
You will know if there is an error in your attendance if the final column is blank or starts with Review Needed
To learn more about the error, click on the pencil icon next to the error to open the full text.
Usually the error is that the client wasn't found in CoDa - either because of a typo in the client name, it is their first time at Compass, or they are a family member who hasn't yet been added to the main client household.
If you have errors, go into the attendance record to correct them by making the following changes:
If you can't find a case record for the client in your program, create one and do this process again. After you have saved the attendance then an automation will occur a few minutes later and add the attendances to your group page. Note that if the attendee is a family member of the main client you should look for their name in the Participant's Case Participation or Client Record.
4. Marking who participated
Once you are sure everyone is in CoDa, Open a Group Attendance Session in a new tab in Google Chrome. You'll notice that our automation has pre-fill the rows for you. (Previously we need to manually search for "Main Client", if not found search "Case Participants" and if not found search "Non Enrolled Clients", etc.) Our automation takes care of these manual steps for you.
Now all you need to do is: if the client's name shows up in the "Attendance Today" list, you just mark the "Participated?" field in the corresponding row in the Session Page to be "Yes".
5: Once done with all clients. Save.