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Setting up the class attendance tracker application (web app)

Updated: May 3

Tracking attendance is one of the most important things that provides us valuable data so we know how effective and fun the classes are for the students. Low attendance count may mean:

  • the instructor's approach or teaching style should be improved

  • sense of community among the students isn't established yet

  • finding the location may be an issue

  • and many other possible reasons


On the other hand, high attendance count is an indicator that our students enjoy our programs.


This article serves as a guide for the operation support and student support specialist as they set up the attendance app which will be used by our instructors.


 

Adding Programs

1. Go to Zoho CRM and select the "Programs" module.


2. Double check if the program you want to create an attendance list for is already in Zoho CRM. If not, add a new program. Fill out all fields under "Program Information" section.


Note: If adding by bulk, instead of entering the program records one by one, import an excel file with all the necessary information. Download this template and edit cells to match upcoming programs. Upload.



3. Once the program records are added, you may now go to our Attendance Management Tool. This is a password-protected page. Password is in this page.


4. Click "Add Class". It's only in this app that we use the word "class" to refer to a program.


5. Make sure to fill out all fields. Important.


- In the "Class" field, enter the Program Code in this format: LA-2024S3 Salsa 101 Thursdays.

- To get the Program ID, go to the CRM record page of the program. Copy the set of numbers at the end of the URL address. Paste that to the "ProgramID" field.


6. Next, select students that are enrolled (paid) for this program. If the student name is not yet in the selection, click "+ Add New" and create the student's profile.


7. Click "Add Class" button afterwards. Check if everything is correct by going to "View Class List" and selecting the program you just created.



 

Adding Students

The best way to add students is to do Step #6 mentioned above to avoid duplicate entries. If for some reason you'll be using the "Add Students" form in the Attendance Management Tool, please follow the steps below.


1. You'll have to add students individually to the application. Make sure you only add students who are not yet in the attendance tracker database. Again, the best way to add students is to do Step #6 mentioned above to avoid duplicate entries.


2. Write the student's "First Name" and "Last Name".


3. Choose whether the student you're adding is a "Lead" or a "Follow". Afterwards, click "Add Student".



 

Editing Program Details

1. Go to the attendance management page and click "View Class List".


2. Select the program that you want to edit.




3. Three weeks after the program is done, transfer the program from "Active" to "Archive" so it no longer pops up in the attendance tracker that instructors use.



 

Editing Student Details

1. Go to the attendance management page and select "View Student List".


2. Make sure that the students' information are shown as "List".



3. Hover your mouse to the student you want to edit. Click the ellipses icon beside the student's name and then select "Edit" to update student record. (As of date of writing, email address is no longer added to the attendance app's student records.)


To know how to take attendance, go to this page.







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