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Attendance and sign-up statuses

What each status means, here, not here, unmarked, plus sign-up and session statuses, and what it affects.

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Helps you tell actual attendance (which you record) apart from sign-ups (what members say), and know what happens after each mark.

Attendance: recorded by staff, with only two values:

  • Here: the member was at the session.
  • Not here: the member wasn't.
  • Until someone marks the member, they are Unmarked: not a value, just no mark yet.

There is no third status such as 'excused': for a sick child mark Not here and add a note.

Sign-up: what the member said beforehand: coming, not coming, or no reply yet. Staff only view it here.

Session status: Cancelled or Full.

Good to know

Sign-ups and attendance are independent: declining doesn't mark an absence and confirming doesn't mark attendance.

Members can only sign up if the school allows it and up to a set time before the session (the owner sets this in Organisation settings › Attendance answers).

On this screen

Here status

The member was at the session.

Counts the member's visit.

Shown with a green tick. Effects:

  • on a session that counts toward packs, it uses one credit (or counts as a visit owed if the member has no pack);
  • it counts in the Attendance column in Past, and in Rate and Present / roster in the grid;
  • the member gets a notification when the session's lesson is published.

Not here status

The member wasn't at the session.

Records the absence explicitly, so it's clear the member was checked.

Shown with a red cross. It doesn't use a credit; if the member was Here before, the credit goes back to the same pack. It counts as absent in Past and lowers Rate in the grid. The member also gets a notification when the session's lesson is published.

Unmarked

The member has no mark yet.

Shows whom you haven't checked yet.

In the grid it's an empty dashed box; in the panel it's the grey Unmarked counter. It uses no credit and isn't counted in the Attendance column, but in the grid's Rate it counts as not attended. Once you mark a member, you can't set them back to unmarked.

Signed up

The member confirmed they're coming.

Shows whom to expect.

Set by the member in the calendar. It counts toward spots on a session with a limit (the Full label). In the session panel it's the green "Said they're coming" icon next to the member's name. In the Sign-ups view it is in the Signed up column. It doesn't record attendance.

Can't make it

The member said they won't come.

Shows who declined in advance.

In the session panel it's the red "Said they're not coming" icon next to the member's name. In the Sign-ups view it is in the Can't make it column. It doesn't record an absence, mark Not here yourself if needed.

Hasn't signed up

The member has neither confirmed nor declined.

Shows whom to remind.

In the session panel such members have no icon. In the Sign-ups view they are in the Hasn't signed up column, and on the phone card in Sessions it is the N pending label. These members get the reminder from Remind all.

Cancelled session status

The session on this date was cancelled in the calendar.

Warns the session won't take place.

In Sessions the row is faded; in the grid the column is red, can't be marked and doesn't count toward Rate. Cancelling and reinstating happen in the calendar.

Full session status

Sign-ups have reached the attendance limit.

Shows there are no spots left.

It only shows for sessions with a limit. It compares the number signed up, not the number marked here.

Frequently asked questions

How do I record an excused absence?

Mark **Not here** and add a note with the reason from the **Member notes** button. There is no separate 'excused' status.

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