Attendance oversight

Choose Day, Week, Bi-weekly, Month or Custom, and filter to one home or one child when investigating. Each day is a bar placed by time of day; amber means an automatic check-out, red means the child was scheduled but has no record.

Day view. One date at a time, for reviewing a single day’s check-ins and automatic check-outs. Step with ‹ and ›, tap the date to pick another, or press Today. The tiles count that one day.

The detail card. Hover a day to see it (on a phone, tap it). It shows the check-in, the check-out, the hours, and the schedule. When the child left and came back, it lists every stay with its own times, then the day’s total.

Overnight stays. A stay that ends after midnight shows on both days: the evening on the day it started, where its hours count, and a dashed green bar on the morning it ended, up to the check-out time. That morning adds no hours. Its card names the night it belongs to, and Edit times on that day changes it.

Still here from last night. A child still checked in from last night (an overnight stay, or a check-in at 6 PM or later) shows today’s dashed green bar up to now, marked still here. That day never shows No record or Mark absent while the child is here, nor once a morning check-out came after every time they were scheduled that day.

Focus on problems. Click the Auto check-outs to review, Marked absent or Scheduled, no record tile to list only those children. Click it again, or Show all children, to go back.

Edit times. In Day, Week or Bi-weekly view, open a day and press Edit times to correct a check-in or check-out. On a day with more than one stay, every stay is listed with its own times. Change any of them, or press the ✕ beside a stay to delete it. A day keeps at least one stay. Under the check-out time is its date. A check-out after midnight, for an overnight stay or a late pickup, goes on the next day: type the time and the date moves to the next day by itself, or pick it. A stay can’t be longer than 24 hours.

Mark absent. A scheduled day with no record shows No record ›. Open it and press Mark absent. This works for today and earlier days, never for a day the child was checked in.

Add attendance. When the provider never checked the child in, the same No record day offers Add attendance… instead. Enter the check-in and check-out times and a short reason, then press Add attendance. A check-out earlier than a check-in at 6 PM or later is saved on the next morning. Provider pay for the covering cycle recalculates, and the family isn’t notified about an earlier day. Anyone on the agency team can do this.

Change log. Every edit lands in the change log with a name and a time, including stay edits (each stay before and after, so a deleted stay still shows) and Mark absent. Open the day, press Edit times, then Show change log.

Backup care. When another home cared for the child on a day, during a temporary placement, the backup provider’s initials show in the corner of that day. The detail card names them. Download CSV includes a Cared for by (backup) column.

A child’s day. Children › click the child › Activity tab shows each day newest first, from check-out at the top down to check-in: meals and bottles, naps with how long the child slept and each sleep check, diapers and everything else, with the time, who logged it and at which home. Load earlier days goes back a week at a time. Sleep checks show here for the agency; families never see them.

Overnight on the Activity tab. An overnight stay is listed on the day it started, where it counts. Its check-out the next morning shows that day before the time, for example Mon 7:05 AM.

Read the recalculation message after saving. It tells you whether provider pay updated, or whether the covering cycle is already approved. An approved or paid cycle never changes: add the difference as an Other line item on the next cycle.

Billing follows the schedule, not attendance. An absent child still bills. Never fix a parent’s bill by deleting attendance. Use a credit instead.

Providers can record absences ahead of time when a family gives notice, up to 60 days out. Those days show as absent before they arrive, and safe arrival does not expect the child.

Recording an absence for a provider. The agency owner, an administrator or a coordinator can record one too. Open Providers › Providers › click the home, then press Absence beside the child under Children at this home. The same calendar opens: today and up to 60 days ahead, scheduled days only. The provider sees it straight away. The Upcoming absences card on the same page lists every stretch from today on.

Checking a child in or out for a provider. When the provider can’t (a dead phone, say), anyone on the agency team can. Open Providers › Providers › click the home, then Fix ▾ beside the child under Children at this home. Check in… shows when the child isn’t here and isn’t marked absent; Check out… while they are here, including a stay still open from last night. Pick the time (now unless you change it), give a short reason and confirm. It counts like the provider’s own: safe arrival, provider pay, and the family’s notice and day summary. The child’s Activity tab shows it with your name and Agency.

Who sees the reason. The reason you give for a check-in, check-out or added stay is kept in the Audit log with your name. Families never see it; the attendance record only says it was done by the agency.