Attendance Management

The Attendance page provides a comprehensive view of all session instances and their attendance records. This is the central place for managers and club owners to oversee attendance across the club.

Accessing the Attendance Page

1. Click Attendance from the sidebar
2. You'll see a list of session instances for the current period
3. Use the date filters to view different time periods

Understanding the Interface

The attendance page is split into two main sections:

Session Status Indicators

While young people typically check in using QR codes, staff can manually add attendees to a session. This is useful when someone forgets their QR code or for drop-in visitors.

How to Manually Add an Attendee

1. Select the session instance from the list
2. Click the Add button in the attendance panel
3. Search for the young person by name
4. Select them from the search results
5. They will be added to the attendance list with the current time as their check-in time

Adding Notes

When manually checking in someone, you can add a note explaining why they were added manually (e.g., "Forgot QR code", "First-time visitor").

Once young people are checked in, you can manage their attendance records including checking them out and removing incorrect entries.

Checking Out Attendees

1. Find the young person in the attendance list
2. Click the Check Out button next to their name
3. The current time will be recorded as their check-out time

Removing Attendees

If someone was checked in by mistake, you can remove them from the attendance list:

1. Find the young person in the attendance list
2. Click the Remove button (trash icon)
3. Confirm the removal

Viewing Attendee Details

Click on a young person's name to view their details. The information shown depends on the session's security level:

• Low: Name and photo only
• Medium: Name, photo, and emergency contact
• High: Full profile including medical information

To maintain accurate safeguarding records, sessions are automatically locked 24 hours after they end. This prevents accidental changes to historical attendance data.

When Sessions Lock

A session becomes locked when:

• More than 24 hours have passed since the session ended
• OR the session has been manually finalised by staff

What Locking Means

When a session is locked:

• No new attendees can be added
• Existing attendees cannot be removed
• Check-out times cannot be modified
• The attendance list is read-only

Identifying Locked Sessions

Locked sessions are clearly marked in the interface with:

• A lock icon next to the session name
• Greyed-out Add/Remove buttons
• An "Locked" status badge

While sessions lock automatically after 24 hours, you can manually finalise a session earlier to lock it immediately and confirm the attendance record is complete.

How to Finalise a Session

1. Select the session instance
2. Review the attendance list to ensure it's complete
3. Check all young people have been checked out
4. Click Finalise Session
5. Add any session notes if needed
6. Confirm the finalisation

Why Finalise Early?

• Confirms the record is accurate and complete
• Prevents accidental modifications
• Records who verified the attendance
• Shows the session in reports as confirmed