There may be times that you need to mark off non-attendance in bulk (e.g. in the case of an electrical storm or Covid-19 shutdown etc). This article takes you through the steps on how to do that.
Decide if you want to give a Credit or a Make-up for the non-attendance. Make sure you have an appropriate Non Attendance Reason available to use. If you haven't already, you will need to create a Non-Attendance Reason to be able to refund the value of the attendance or give a make-up back to the student. See this article for help with this: Creating Non-Attendance Reasons.
We strongly recommend that you wait until after the date/s have passed so that you are certain those date/s need to be non-attended.
The bulk non-attendance action takes less than five minutes. Lockdowns can end earlier than expected, maintenance closure dates may change. It is better to "wait and see" what happens and be certain in your decisions in terms of closures and if you will give a make-up or a credit for any missed lessons. Waiting will not impact upon your clients, as they will not be able to utilise any make-ups or credits until you re-open. Reversing the bulk non-attendances and the actions attached to them, however, is time-intensive and labour-intensive and something only Support can do.
2. EFFECTIVE DATES
Have the effective date outside of the bulk non-attendance dates. For example, if you run it for the Monday to Saturday, have the effective date as the day before (Sunday).
If you don't run classes on a certain day of the week, have the effective date fall on that day.
Marking off Non-Attendance in Bulk
1. Go to the "Administration" tab.
2. Click on the "Process Bulk Non-Attendance" Button.
3. This will then bring up a new screen with all of the "Non-Attendance Reasons" you have configured in your system.
Explanation on how to fill out this window is below the image.
Field 1. Mandatory Field - Non Attendance Reason: Here you are able to see all of your "Non- Attendance Reasons". You need to select the reason you wish to use. To credit your families accounts you will need to have and select a reason with a "($)". To give a Make-up to the students, you will need to have and select a reason with a "(M)".
Field 2. Mandatory Field - Attendance Dates: Next you will need to select your attendance dates you wish to bulk non-attend. You can select multiple dates. Any dates that you do select your customers will be marked as non-attend with the reason selected. If it is just one day, put the same date in both fields.
Field 3. Mandatory Field - Class Time: Class times are important. If you are wanting to bulk non-attend ALL lessons for the WHOLE day then you can leave the times as is. If you ONLY want to bulk non-attend MORNING/AFTERNOON classes on the selected day/s you will need to set the times.
Fields 4, 5, 6 & 7. Optional Fields. We have enabled you to be able to select filters based on
- Fee Calculation templates
- Class Level
- Class Teacher
Fields 4, 5, 6 & 7 are all optional and allow you to Bulk non-attend based on more specific filtering.
If you would like to bulk non-attend ALL families you do not to fill out these options and you can just scroll to the bottom of the screen and click on the "Next" button.
If you wish to only bulk non-attend certain families by limiting any of these things, you can use these filters to do so and click on the "Next" button.
4. A confirmation screen will appear next with a list of the lessons to be bulk non-attended, showing the non-attendance reason, and the "Credit Invoice Effective Date" that you need to select.
When processing for a long amount of time, this date should fall outside the dates you are processing. For example if processing for a whole Term make the effective date the day after your billing cycle ends. This is the date that will be used for Calculated Value Direct Debits. For more information see bottom of article.
Click save at the bottom of the screen.
5. DO NOT MOVE AWAY FROM THE NEXT SCREEN UNTIL THE GREEN COMPLETE BAR HAS APPEARED! You may also need to move your mouse so the computer does not go to sleep. The processing time will depend on how many days you are processing.
6. The process is complete. If you go to the attendance screen, you will see the student's attendance in the date/timeframe you selected is now marked at the Non-Attend reason you selected, and if a credit was given, the family's account would now have been credited and as shown in the images below.
Attendance marked off
Credit line in Family Account (if the reason issued a credit back to the family)
NOTE: Credit Invoice Effective Date & Calculated Value Direct Debits
The date you enter here will affect those who run Weekly or Fortnightly Direct Debits. The "Credit Invoice Effective Date" is the date it will come off the direct debit.
Example: Child swims on Friday and the weekly direct debit has already been processed for the week. You will need to change the Credit Invoice Effective Date to a day in the following week eg Monday or Tuesday that will be included in the next Direct Debit run.
Last updated 26 May 2021