Attendance tracking

Activity Messenger provides you with a powerful yet simple to use Attendance tracking tool. Built for classes and day camps, it works with any registration platform including Amilia, iClassPro or Jackrabbit. It even works if you don't have a registration platform. You can import attendance from an Excel file.

Activity Messenger's Attendance tracking allows your staff (coaches, instructors and camp counselors) to:

  • Track check-in and check-out times
  • Use from their smartphone or from a tablet
  • Add a comment (i.e. child is leaving for lunch)
  • Check that the COVID-19 screening form was filled
  • Lookup contact information including legal guardians and emergency contacts
  • Lookup medical information
  • Lookup extra questions
  • Send an email or a text message to the contacts of one or multiple participants

Attendance is stored in Activity Messenger and provides a convenient report for contact tracing.


# Attendance lists

Each activity/class has its own attendance list. You can rename the list, assign staff, assign tags and even archive it.


# Importing attendance from Excel/CSV

From the Attendance menu, click on All attendance lists. Click on (+) to import attendance. Follow instructions.

Importing uses Activity Messenger's Excel/CSV import engine. Read those docs to find out supported columns. You can also download these samples to adapt your Student report exports: Excel (.xlsx) and CSV (.csv).


# Importing attendance from Amilia

From the Attendance menu, click on All attendance lists. Click on (+) to import attendance. Click on the Amilia tab. You can import multiple activities from a program. Each activity will have its own attendance list. Each attendance list will have multiple attendance sheets - one per occurrence.

Attendance lists imported from Amilia are always kept in sync. Changes made in Amilia will automatically be syncrhonized. This includes new registrations, class schedule changes and even participant contact information changes.


# Importing attendance from iClassPro

From the Attendance menu, click on All attendance lists. Click on (+) to import attendance. Click on the iClassPro tab. Follow instructions.

Importing from iClassPro uses Activity Messenger's Excel/CSV import engine. Read those docs to find out supported columns. You can also download these samples to adapt your Student report exports: Excel (.xlsx) and CSV (.csv).


# Assigning class to staff

Activity Messenger allows you to assign classes to specific staff. The permission level for coaches and camp counselors is called Instructor. Read the permissions documentation to learn how to invite staff.

Instructors are limited to seeing classes that you assign. Click on the staff edit button. The class Settings popup appears. Select staff that can track attendance for this class.


# Tracking attendance

Each attendance list has one attendance sheet per occurrence or per day. Click on a list to access the sheet of the next occurrence.

Top left is the date of the current attendance sheet. You can click on the dropdown to access other days.

The cog button allows you to provide coaches and insructions with context about the class or activity. You can also modify the assigned staff.

Simply click on the check-in and check-out switches to track attendance. The system will record the date and time. Use the comment field if the child temporarily leaves for lunch or for an appointment.

Click on a row to expand it and access a participant's information card. You will find information about the contact owner, the second parent, emergency contacts, medical information and answers to extra questions. You also have access to the filled form.


# Checking that a form was filled

If you use Activity Messenger's forms or waivers, you can select a form to check if it was filled for each participant. For example choose your COVID-19 screening form. You can even ask the system to check that it was filled the day of the camp.

An extra column Form filled will be added indicating Yes if it was filled, or No if it was not. Activity Messenger cross references the contact emails of the participant and his/her name. This covers the situation where mom is the main email on file yet dad filled in the form with his email. As long as dad's email is also on file, Activity Messenger will find a match.

Activity Messenger will display a question mark (?) symbol when the name of the participant does not match. You can easily access the PDF to double check.


# Send an email or an SMS

You can select one or multiple participants. Then click on Message to send them an email or a text message. You can decide to send the email to the account owner (main email on file), the participant (when the child has their own email) or all contacts on file.