What is Offline Attendance?

Kaymbu lets users access their Attendance Dashboard and perform attendance actions even when their device goes offline. This ensures that both student and staff attendance can continue to be monitored and tracked as needed, regardless of internet connection.

Table of Contents

1. Accessing Offline Attendance 
2. Viewing Offline Attendance 
   • Out
   • In Class
   • In Another Location
3. Offline Attendance Actions
   • Check-In/On Duty
   • Check-Out/Off Duty
4. Managing Non-Homeroom Students Offline
5. Syncing Offline Attendance Records
   • Viewing Offline Attendance Conflicts
   • Resolving Offline Attendance Conflicts

Accessing Offline Attendance

Attendance is an add-on feature in Kaymbu that enables users to track and manage student attendance, locations, and ratios. Attendance users can access the feature on the Kaymbu website (my.kaymbu.com) or in the Kaymbu app on a tablet or mobile device. 

When a device loses internet connection for whatever reason, Attendance users can continue to access their Attendance Dashboard by navigating to Menu > Attendance. A prompt will appear to indicate that you are currently offline. 

Please note that without an internet connection, Attendance features and actions are limited. Users can only check students in or out and monitor student and staff locations.

Viewing Offline Attendance

While your device is offline, a red banner will remain at the bottom of the Attendance Dashboard to indicate that you are currently in Offline Mode, along with a “Last Updated” timestamp detailing when your Attendance information was last updated. 

Directors will be able to access attendance information across their entire center and can dial into any classroom or location, while teachers will have access to Attendance for their specific classroom. 

           Director View:                                                                                                Teacher View:

When viewing the Attendance Dashboard at the classroom level, users can access three distinct tabs at the top of the page: Out, In Class, and Another Location. The total number of students and staff will also be displayed within each of these tabs.

Out

The students and staff listed under the Out tab are currently checked out or are Off Duty. From this tab, students and staff can be checked in. Once checked in, they are moved to the In Class tab.

In Class

All students and staff who have been checked in or marked as On Duty will appear under the In Class tab. From this tab, users can track the staff-to-student ratio and check-out students and staff as needed.

Another Location

When students or staff have been moved to a location outside of their homeroom, teachers can continue tracking their Attendance by tapping the Another Location tab.

Offline Attendance Actions

Attendance actions can continue to be performed as needed, even when offline. However, please note that without an internet connection, attendance actions are limited, and users can only check students in or out.

Check-In/On Duty

To check-in students and mark staff as On Duty while offline, follow the steps below:

• Navigate to Menu > Attendance
• Select the Out tab at the top of the page
• Tap on the check-in icon (located on the right-hand side) for the applicable student or staff member
  • If needed, you can choose to add a note upon check-in by tapping on the drop-down arrow and selecting “Check In + Notes”
• Once checked in, students and staff will appear under the In Class tab

Check-Out/Off Duty

To check-out students and mark staff as Off Duty while offline, follow the steps below:

• Navigate to Menu > Attendance
• Select the In Class tab at the top of the page
  • If the student or staff member is in an alternate location, select the “Another Location” tab
• Tap on the check-out icon (located on the right-hand side) for the applicable student or staff member
• Once checked out, students and staff will appear under the Out tab

Managing Non-Homeroom Students Offline

If non-homeroom students were moved to your location before your device went offline, you can continue to monitor their attendance while in offline mode and perform attendance actions. However, while offline, you will not be able to bring additional students to your location or move students to another location until your device reconnects to the internet.

Syncing Offline Attendance Records

Once your device has regained internet connectivity, the attendance actions completed while offline will need to sync so that records remain accurate and up to date. Syncing offline attendance records will also allow users to resolve any conflicts when attendance is marked simultaneously on both an online and an offline device.

The Attendance Conflict screen will appear once your device is back online. The prompts will guide you through all offline attendance entries and allow you to review each entry to choose whether to keep the offline record or the existing online record.

Please note that the Attendance Conflict screen may take a moment to appear, as the system needs to process offline data once it is back online.

Viewing Offline Attendance Conflicts

The Attendance Conflict screen indicates conflicting attendance data for a student and/or staff member. This usually occurs when attendance is marked simultaneously on both an online and an offline device. 

Users will need to review conflicts one student or staff member at a time and select between two options: Keep Offline or Use Online.

The name of the student or staff member will appear at the top of the page, followed by the recorded offline and online attendance actions and correlating timestamps. 

Resolving Offline Attendance Conflicts

To resolve Offline Attendance Conflicts, simply select one of two options at the bottom of the screen:

• Select Keep Offline to keep the OFFLINE attendance record 
• Select Use Online to keep the existing ONLINE record 

Once you have made your selection, the Attendance records will update accordingly, and the information will sync.