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Managing Participant and Attendance Details

Paige Freeman
  • Updated

Childcare registrants must have their billing cycle and session selections for accurate invoice billing. The Participant and Attendance Details sections allow you to select the billing cycle and your days/sessions, as well as generate the attendance schedule and manage attendance details.

Save and Generate Schedule is a critical step; the child will not be placed in the session and invoicing will not function if you fail to generate the schedule.

To manage participant details and attendance:

  1. Search for and select an existing childcare order.
  2. From the Order Summary screen, select Participation/Attendance Details from the additional options menu for the childcare line item.
  3.  The Participation Details screen displays, as shown below.
  4. To edit the participant details, click the pencil icon to open the participation details section to edit.
  5. Select the Billing Cycle from the drop-down.
  6. Select the Sessions, if necessary.
    If the program does not allow the parent to select the number of sessions they participate in weekly, the checkboxes will be grayed out.
  7. Click Save and Generate Schedule to generate the attendance schedule.
    Save and Generate Schedule is a critical step; the child will not be placed in the session and invoicing will not function if you fail to generate the schedule.
  8. The Manage Attendance Details section will be populated with the attendance schedule with the days and sessions that the child is registered.
  9. To edit the attendance details, click the pencil icon next to the record in the grid to open the record for edit.
  10. For variable programs, staff can change the Scheduled flag for specific schedule change instances.
    To change the Scheduled flag:
    1. Click the additional options menu and select Unmark Scheduled OR
    2. Click the pencil icon next to the record in the grid to open the record for edit, then deselect the Scheduled option.
  11. The Program Closed flag is informational and used for billing purposes only.
  12. The Attended flag will be automatically updated by the Childcare Attendance Tracking (CAT) interface. Staff can also manually check the attended flag.
  13. The Invoiced flag will automatically populate when the date range has been invoiced.
  14. The Waitlist flag will populated if the child has been placed on a waitlist for that session.
  15. Click Save and Close to return to the Participant Details screen, or click Save and Continue to Next Session to edit details for subsequent sessions.