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# Marking an Attendance via Xap

# Marking an Attendance via Xap

This article will assist you with marking an attendance in the Xap program.


### Overview

The Attendances is the marked status of the child's booking. 
|| Attendances can be marked either via the Xap program or via the Xap Connect app/Kiosk.


Attendances will display as different statuses:

| Status | Description | CCS impact |
| --- | --- | --- |
| Pending | Date has passed or is in the future - Unmarked attendance. Child not signed in or marked absent | Will not submit to CCS |
| Incomplete| Child has been signed **in** but not signed **out** | Will not submit to CCS |
| Complete | Child has been signed **in and out** or marked **absent** | Will submit to CCS |


### Signing a child in via the Rolls screen

1. Select the **Booking & Attendance** screen from the left-hand menu. 
2. Select the **Rolls** Tab from the top menu
3. Select the **Sign in** option next to the name of the child

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1qhnrfy.png)

4. Add in the correct **Arrival** time
5. Select the name of the Staff member authorising the child's arrival - or select the Guardian/Nominee if you are adding the details from a paper-based sign in/out sheet, following your own services policies.
6. Select **save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_ctj4sf.png)

### Signing a child out via the Rolls screen

1. Select the **Booking & Attendance** screen from the left-hand menu. 
2. Select the **Rolls** Tab from the top menu
3. Select the **Sign out** option next to the name of the child

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1mlkxjr.png)
4. Add in the correct **Departure** time
5. Select the name of the Staff member authorising the child's departure - or select the Guardian/Nominee if you are adding the details from a paper-based sign in/out sheet, following your own services policies.
6. Select **save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1biip3a.png)

### Marking a child absent via the Rolls screen

1. Select the **Booking & Attendance** screen from the left-hand menu. 
2. Select the **Rolls** Tab from the top menu
3. Select the **Absent** option next to the name of the child
![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_q246zw.png)

4. Select the **Absence Reason** if required
5. Tick if you have supporting documents
|| Note: For CCS services this will flag as an Additional absence with CCS, only if the child has used their standard 42 days of absences. This will not flag as an Additional absence if they haven't reached the threshold.
6. View uploaded documents
7. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1kplaq6.png)

### Marking attendances via the Attendances screen

The attendances screen, similar to the Rolls screen, allows you to sign children in/out or absent. The additional step you can utilise the Attendances screen for is to mark attendances in **bulk**

The process to mark an attendance via the Attendances screen is the same as the Rolls screen. However to mark in bulk:

1. Select the **Attendances** Tab
2. Status will default to attendances requiring marking - **Pending** (unmarked), **Incomplete** (signed in not signed out)
3. Select **From Date**
4. Select **To Date**
5. Select **Filter** to further refine your search field e.g. Rooms, Dates etc.
6. Quick filters can also be used to filter your **incomplete** attendances

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_1tb5az0.png)

7. Select the **child/ren** from the left hand-side
8. Select **Bulk Action**
9. Select **Sign in**. **Sign out**, **Mark Absent** from the drop-down menu
![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_gh7zl6.png)
||| Note: If you are a CBC with ASC/BSC rooms or an OSHC with ASC/BSC Rooms, please check the rooms you are selecting to ensure that the correct sign in/out times are added to match the session times. eg. BSC children need to be signed out by 8.30am. ASC children shouldn't be signed in before 2:45pm. If the sign in/out times overlap for these rooms, this will cause a Time in/out error for your CCS session reports.

In this example, we filtered to ASC room and children. So all children will have the same Sign in time.
| Note: If you are signing children in/out via Xap this will display in 24hr time. eg ASC commences at 3:00pm so you will select 15:00 not 03:00 as this will be 3am.
**Repeat the process if you are signing children out or absent in bulk.**
10. Select the **Sign in**time
11. Select the name of the Staff member authorising the child's arrival/departure - or select the Guardian/Nominee if you are adding the details from a paper-based sign in/out sheet, following your own services policies.
12. Select **Save**

![](https://storage.crisp.chat/users/helpdesk/website/5dcba586b1ba9400/image_3y2at5.png)