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  1. Xenegrade
  2. Understanding the Data
  3. Clients

Attendance

This guide outlines how to record daily attendance for clients in a course or for an individual client in one assignment using XenDirect. It covers methods for entering attendance, important notes about aggregate vs. daily entry, and step-by-step instructions for using the Add and AddAll functions.

Navigation:

Main Menu → Clients → Attendance
Applies To: Enterprise

Overview

The Attendance section in XenDirect allows users to:

  • Record attended hours for clients by day or as aggregates (e.g., total hours for a month).
  • Enter absences and maintain detailed attendance records.
  • Use different attendance methods for different courses without affecting past records.

Key Notes:

  • Aggregate Entries: Useful for summarizing hours but limits detailed reporting.
  • Absence Tracking: Absences are recorded as zero hours and tracked per day.
  • Ensure no duplicate records when switching attendance methods.

Step-by-Step Instructions

Adding a Single Attendance Record

  1. Click the [Add] button.
  2. Select the Client ID and Course Code.
  3. Complete the remaining fields as needed.
  4. Click:
    • Create to save and exit, or
    • Create and Add New to add additional records.

Using the AddAll Function (Entire Course Attendance for One Day)

This function records attendance for all active clients in a course on a specified date.

  1. Click the [AddAll] button.
  2. Select a Course Code and click Next.
  3. Choose a value for the Active When field:
    • "This day" for clients active on the chosen date.
    • "This month" for clients active during the month of the chosen date.
  4. Set the Delete Default field:
    • Yes to check the deleted field for all rows.
    • No to leave the deleted field unchecked.
  5. Select the Attendance Code (modifiable later for individual clients).
  6. Edit the default Date and Hours if necessary.
  7. Complete remaining fields and click Next.
  8. Review/Edit attendance details in the grid:
    • Modify Attendance Codes, Hours, and other data.
    • Use the delete checkbox to remove records before saving.
  9. If using Tardy/Left Early codes:
    • Enter Time In or Time Out and check the auto calculation box for automatic hour adjustment.
    • Add break times to Break Hours if applicable.
  10. Click Save to finalize the records.
  11. Choose:
    • Close to return to the main window.
    • Next day to repeat the process for another date.

Field Details

Primary Information:

  • Client ID and Full Course Code

Attendance Data:

  • Attendance Code: Select from predefined options.
  • Attendance Date: Defaults to the current date (editable).
  • Hours: Default contact hours (editable).
  • Break Hours: Optional, e.g., lunch break duration.
  • Time In/Out: Optional; calculates hours if both are entered.
  • Makeup Hours: Enter hours allocated for makeup.
  • FTE: When checked, hours will not appear on EPE reports.
  • Notes: Additional details about attendance.
  • Scanned: Indicates manual or scanned entry.

Recalc Button:

  • Adjusts Hours based on Time In/Out or Attendance Code:
    • Tardy: Calculates from Time In to course start time.
    • Left Early: Calculates from Time Out to course start time.

Common Issues/Troubleshooting

  • Attendance Grid Display:
    • A client appears in the grid if their Assignment Start/End Date aligns with the attendance date.
    • Ensure correct Start and End Dates to prevent display errors.
  • Permissions:
    • Users without edit permissions cannot modify existing records in AddAll.
    • Users without add permissions cannot use AddAll.
  • Duplicate Entries:
    • Avoid duplications by verifying records before saving.

Conclusion:
This guide simplifies recording attendance in XenDirect while providing flexibility for daily and aggregate entries. For more details, refer to the system's help resources or contact support.

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