An Introduction to Apricot Attendance Tracker

We are pleased to share that Attendance Tracker is now available to all Apricot Core & 360 clients! With Attendance Tracker, organizations are able to deliver more informed care and greater impact by unlocking the power of attendance-based insights. Attendance data is used almost universally and is critical to outcome achievement. 

In the webinar recording below, Tully Moorhead, Product Manager, and Chelsea Edwards, Product Marketing Manager, walk you through the new Attendance Tracker feature. You’ll also see a demo of the new feature in the recording, as well as review some common use cases for how and when Attendance Tracker can be used to track achievement. 

Below the webinar recording, you’ll find the Q&A from the webinar as well. And to learn more, you can always review our latest release notes.

Q&A

How does attendance tracker show up on a client’s record? Does attendance show up in a client’s document folder? 

The first release of Attendance Tracker does not include attendance data populating on the Doc Folder. This is something we would like to add in the future. If you would be interested in design reviews, please reach out to the Product Manager at tmoorhead@socialsolutions.com. 

Is there a way to add more fields that you might want to track in the attendance tracker, for example, was food provided for a preschool program? 

Yes, in addition to present / absent, you can track time in / out, notes and activities covered. We suggest adding “meal provided” as an activity or a quick note. Those items can be configured in “Attendance Notes Settings”, which are accessible in the kebab menu to the left of “Session Manager.” 

Can we upload and export data from attendance tracker? 

The first release of Attendance Tracker does not include importing data into attendance tables. Exporting data is supported via including attendance data in the Apricot reporting tool and exporting results.  

Is it easy to unenroll or add someone to a class? 

It is! To enroll someone, click Enroll Participants within the Term. Check their name and they will be added to the Attendance Table. To unenroll someone, click the kebab menu next to their name in the Attendance Table and select “Unenroll” and choose reason why. To re-enroll them, simply follow the same process except you will find “re-enroll” in the kebab menu.  

What is the best practice for moving data from reg grid to Attendance Tracker? 

Great question. First, I’d recommend evaluating want you need to track. Can anything be simplified or does anything needed to be added before moving to the new attendance solution. Because importing is not supported and there isn’t a migration tool, you would need to manually create your rosters and backfill data. But it is possible to use both and report on both at the same time. Try it out and see what works better for you – then let us know your thoughts for improvements (tmoorhead@socialsolutions.com). 

Is there a link between tier 1 forms and enrollment? Can you use more than one tier 1? 

There is an understood link, not the formal Apricot linking field type. And, you can take attendance for up to two Tier 1s (ex. Student, Parent or Student, Mentor).