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# Managing Incomplete Attendances

# Managing Incomplete Attendances

This article will assist you with managing Incomplete Attendances.

### Overview

Attendance statuses will display:

###### Complete
* The child has been **signed In & Out**
* OR Marked **Absent** for the day 
| Note: Only Complete Status sessions will submit to CCSS for processing.
###### Incomplete
* The Child **has** been signed **In** but **not Out**
###### Pending
* Hasn't been signed as attending or absent at all

**For Example:**


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_15r30pz.png)

### Viewing Incomplete Attendances

Incomplete Attendances can be viewed:

1. Incomplete Attendances Report see: [Incomplete Attendances Report](https://help.xap.rocks/en/article/incomplete-attendance-report-1qlnube/)
###### Via the Bookings & Attendances Screen
2. Bookings & Attendances > Attendances Screen
3. Bookings & Attendances > Session Reports Screen

### Managing Incomplete Attendances

Incomplete Attendances can be managed:
* For Individual Days per Child
* In Bulk for a selected Date or Child/ren, 
* For the whole week for a child to correct CCSS submission errors

###### Correcting Individual Days

1. Select the **Bookings & Attendances** Screen
2. Select the **Attendances** Tab
3. Search on a **Child**
4. Status will default to **Pending** and **Incomplete**, you can also search on **Completed** status
5. Search on **From** and **To Dates**
6. Select **Search**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1rjk0ks.png)

7. Select the **3 dot menu** for the day that needs correcting
8. Select **Edit**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_587eu5.png)

In this example the child is signed In but not Out.
9. Add in the missing Sign out Time
10. Select either the Staff Members name or Contact person who collected the child
11. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_24igk0.png)

The status will update to **Complete.**


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_rdecbk.png)

###### Correcting Bulk Days

This can be done for the same child or multiple children, who need correction of Times.

1. Select the **Bookings & Attendances** Screen
2. Select the **Attendances** Tab
3. Search on a **Child**
4. Search on **From** Date
5. Search on the **To Dates**
6. Select **Search**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1ovkm57.png)

7. Select the Days to correct in Bulk
8. Select Bulk Action
9. Select the required option. In this example we are Bulk Signing Children into the Service.
| Note: If both the Sign in and Sign out are missing, you will need to do this step twice. Once to sign the child in and again to sign the child Out.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_aic5nf.png)

| Note: you can also Bulk mark Absences see: [How to mark children absent in bulk.](https://help.xap.rocks/en/article/how-to-mark-children-absent-in-bulk-rfvngp/). Also [How to Take/Edit Attendance in Xap.](https://help.xap.rocks/en/article/how-to-takeedit-attendance-mbtl3z/)

The top of the screen will display how many sessions, will be adjusted.

10. Add in the **Sign In Time**
11. Add in the **Sign in person** **(Note: Check with your Organisation on their policy for who to select for missing Sign in/out Users to be selected eg. Guardians or Staff)**
12. Select **Save** to save the changes


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_fqqqkh.png)

**Repeat the process for Missing Sign outs.**

Managing Incomplete Sessions via Session Reports

1. Select the **Bookings & Attendances** Screen
2. Select the **Session Reports** Screen
3. **Unsubmitted Sessions** will be displayed at the Top

Unsubmitted Sessions can be displaying Complete and Incomplete Statuses.
###### Complete Status now indicates - 
* The sessions weren't correct at the time of the Auto-submit for I/O Times and have now been resolved. 
* OR they had correct Sign In/Out details however there may be another error stopping them from submitting successfully.
| To assist you with resolving CCSS Submission errors see: [Managing CCSS Errors](https://help.xap.rocks/en/article/help-page-managing-ccss-errors-uh2z2r/).

###### Incomplete Status indicates
There are missing Sign in/out or Absence information for Day/s for the whole week for the child.

### Correcting Incomplete Sessions

Incomplete session reports can be viewed and managed on the Session Reports screen.

Within the Bookings & Attendances screen:

1. Select the **Session Reports** Tab
2. The status will default to **Complete** and **Incomplete** statuses
* Complete - All sessions for the child for the selected weekending have been fully marked
* Incomplete - At least 1 day of booked sessions for the child for the selected weekending have **not** been marked completely.
| Note: When 1 session remains unmarked/incomplete for the child within the same week, none of the sessions for that child for that week will submit. All booked days must be fully marked to allow the completed week for the child to submit successfully.

 Select the **3 dot menu** next to the Incomplete Session record
2. Select **Edit** from the drop-down menu


![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1k5laty.png)

In this example, there are some complete sessions and some complete sessions for the child for the selected week.

| Note: If 1 session is incomplete for a child for the selected weekending, then none of the sessions for that child and week will be submitted, until they are all showing completed Sign in/out/absence information.

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_641m29.png)

To correct the missing details:
3. Use the **Arrow** next to the incomplete session date

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_4uevor.png)

4. Add in the **missing Sign out Time** (OR in & Out or Absence)
5. For Sign in/out add in the **Signing Person**
6. Select **Incomplete** to correct any other sessions for that child for the selected week
7. **Save & Close** - Saves the corrected session marking but doesn't submit to CCSS straight away (next auto-submit will pick this up)
8. Or select **Save & Submit** - Saves the corrections and will submit the sessions for that child for the selected week to CCSS.

| To assist you further with managing Session submissions see: [How to submit CCSS Session Reports](https://help.xap.rocks/en/article/how-to-submit-ccs-session-reports-1l8pipv/)

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_g1rupg.png)