Articles on: Booking, Attendance & Session reports

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

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

Add in the correct Arrival time
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.
Select save

Signing a child out via the Rolls screen

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

Add in the correct Departure time
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.
Select save

Marking a child absent via the Rolls screen

Select the Booking & Attendance screen from the left-hand menu.
Select the Rolls Tab from the top menu
Select the Absent option next to the name of the child

Select the Absence Reason if required
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.

View uploaded documents
Select Save

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:

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

Select the child/ren from the left hand-side
Select Bulk Action
Select Sign in. Sign out, Mark Absent from the drop-down menu

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.

Select the Sign intime
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.
Select Save

Updated on: 14/10/2024

Was this article helpful?

Thank you!