What is Attendance?
Attendance is an add-on feature in Kaymbu that enables users to track and manage student attendance, locations, and ratios. Through the real-time Attendance Dashboard, directors can quickly view the number of students present within their center, and through Attendance reports, can track monthly historical attendance records.
Table of Contents
- Accessing Attendance
- Attendance Settings
- Attendance Functionality
- Daily Use Features
- Attendance Log
The Attendance feature is accessible from the Kaymbu app on a device or from the website my.kaymbu.com by going to Menu > Attendance. Please note that the viewing capabilities of the Attendance Page will differ depending on your user level and the type of device you are using. If you do not have Attendance available to you on your Menu, please reach out to our team to learn more about pricing for your program by emailing us at email@example.com.
To get started with Attendance, directors will need to set up their Attendance Settings by going to Menu > Settings > Attendance Settings. From here, options such as editing attendance records, setting up locations, and creating ratio alerts can be enabled and customized.
When enabled by a director, attendance records can be edited by any user by visiting the Attendance Log. To allow attendance editing, directors would need to go to Menu > Settings > Attendance Settings > Attendance Editing > On. The video below shows how directors can enable this feature and how all users can make changes to attendance records.
Shared locations are places or classrooms throughout a school that students tend to visit on a regular basis throughout the school day. To set up locations, directors can navigate to Menu > Settings > Attendance Settings > Locations. Under the Locations section, users will find a list of classrooms within their program. The pencil icon to the right of each classroom will allow directors to customize the staff-to-student ratio for that particular classroom.
Once all the ratios have been set up for the classrooms, Directors can also add additional locations, such as the playground or cafeteria, by selecting “Add Location” to track students throughout the day.
Ratio Alert Settings
After Locations have been added, directors will also have the option to turn on “out of ratio” alerts. These alerts will notify directors if a location goes outside the preset staff-to-student ratio. To enable ratio alerts, select the “On” toggle and then the pencil icon to customize the frequency and time settings.
Attendance is an excellent tool to track students’ whereabouts throughout the day and to indicate which students are in your care. Any actions that you might need to take in order to note that a child is present or absent, move them throughout the program, find a child’s current location, or confirm the students that are in your care can be completed through the Attendance Page. Additionally, when applicable, any student with allergies noted within their student profile will be indicated on the Attendance page by a red circle located next to the student’s name.
Below are the various functions and features that teachers and directors can utilize to log student attendance.
Teachers can be marked as “On Duty” when they arrive at a particular location, whether that be a classroom or another location established in the Attendance Settings. By navigating to the Attendance page from the Menu, users will find a list of teachers marked with a star initially under the “Out” section. Teachers can mark themselves as “On Duty” by clicking on the blue “On Duty” button. Once marked as “On Duty,” the teacher will then be moved to the “In” section at the top of the Attendance Page. It is essential that teachers perform this task before checking in students because this will inform the staff-to-student ratio.
Additionally, when applicable, teachers can mark themselves as “On Duty” at an alternate location within their center. To do so, select the down arrow on the “On Duty” button and select “On Duty Elsewhere.” The user will be prompted to select the alternate location that they are assigned to, such as another classroom.
Alternatively, when a teacher no longer has students in their care, they can indicate this by selecting the red “Off Duty” button. In doing so, the teacher’s name will revert back to the “Out” section of the Attendance Page.
Another way users can perform attendance actions, such as marking themselves as “On Duty” or moving themselves to an alternate location, is to click directly on their profile image from the Attendance page. This image is located to the left of your profile name. Once clicked on, a window will pop up allowing you to “Move”, mark as “On Duty,” or mark as “Off Duty.”
Check In / Check Out Students
Checking in a student indicates that that particular student is present for the day. By default, at the start of each day, all students are listed as “Out.”
When checking in a student, users have four options:
- Check In: This option indicates that the student has arrived and is in the same location as the teacher on duty. To check in a student, click the blue “Check In” button to the right of the student’s name. Please note depending on the orientation and screen size of your device users will either see a blue “Check In” button or a blue button with a checkmark (“✔”) symbol.
- Check In + Add Note: This option allows context to be added to the student’s check-in, such as details about the person who dropped off the child or any pickup changes that need to be noted. To add a note at check-in, click the down arrow on the blue “Check In” button and select “Check In + Add Note.”
- Check In Elsewhere: This option allows a child to be checked in and immediately moved to another location within your center. To do this, click the down arrow on the blue “Check In” button and select “Check In Elsewhere.” From here, users can select the alternate location the child is being checked into, such as another classroom, and add any notes if necessary.
- Check In From Student Profile Image: This option allows users to check in a student by directly clicking on their profile image from the Attendance page. A student’s profile image is located to the left of their name. Once clicked on, a window will pop-up allowing users to easily view the student’s profile picture and appropriately “Check In,” “Check In + Add Note,” or “Check In Elsewhere.”
After checking in a student, users will be able to view a timestamp of when the child was marked as present. This timestamp is located to the right of the student’s name on the Attendance Page.
Conveniently, users have the option to take the attendance of multiple students at one time. By checking the boxes to the left of each student’s name, a black bar will appear at the top of the Attendance Page. Multiple students can be checked in, marked as “Absent”, or marked as “Not Expected” simultaneously.
When a student leaves for the day and is no longer in your care, there are three options to check out a student:
- Check Out: This option indicates that the student is no longer present and has been picked up by a caregiver. To check out a student, click the red “Check Out” button to the right of the student’s name. Please note that depending on the orientation and screen size of your device, you will either see a red “Check Out” button or a red button with an arrow pointing out (“→”).
- Check Out + Add Note: This option allows context to be added when checking out a student. To add a note at check-out, click the down arrow on the red “Check Out” button and select “Check Out + Add Note.”
- Check Out From Student Profile Image: This option allows users to check out students by directly clicking on their profile image from the Attendance page. A student’s profile image is located to the left of their name. Once clicked on, a window will pop-up allowing users to easily view the student’s profile picture and appropriately “Check Out” or “Check Out + Add Note.”
When students are checked out for the day, they will move back to the section labeled “Out” on the Attendance Page. A timestamp of when the child was checked out will be logged to the right of their name.
If at any time a child has been checked out but needs to be checked back in (e.g., a student leaves for a doctor’s appointment but then returns to school), users can log this accordingly by selecting the down arrow next to the checkout time stamp.
It is important to note that directors have the ability to allow Daily Sheets to be automatically sent once a child is checked out for the day. To enable this feature, directors can navigate to Menu > Settings > Family Communication Settings > Daily Sheets, and toggle ON the option to send Daily Sheets when a child is checked out. Read more on how to do this here.
Please note: Directors can also check in or check out a student. To do so, they must first click into a classroom from their Attendance Dashboard.
Similar to checking in or marking “Absent” multiple students at a time, users also have the option to move or check out multiple students all at once. By checking the boxes to the left of each student’s name, a black bar at the top of the Attendance Page will appear, with the option to move a group of students to an alternate location, or check out multiple students all at one time.
Marking Students Absent
Teachers can indicate a student’s absence by navigating to the Attendance page and selecting the “Absent” button to the right of the student’s name in the “Out” section. Please note depending on the orientation and screen size of your device you will either see an “Absent” button or a button with an “X” symbol.
After selecting “Absent,” teachers will be prompted to select a reason for the absence from the options pictured below:
If the “Other” option is selected, teachers can add a note to provide additional context regarding the child’s absence. After a child has been marked as “Absent,” they will remain in the “Out” section on the Attendance page.
Another option for users to mark a student as “Absent” is to click directly on their profile image from the Attendance page. A student’s profile image is located to the left of their name. Once clicked on, a window will pop-up allowing users to easily view the student’s profile picture and appropriately mark the student as “Absent.”
In the event a child has been marked “Absent” earlier on in the day, but returns to school at a later time, the student can still be checked back in. To do so, select the down arrow on the “Absent” button and select “Check In," “Check In + Add Note,” or "Check In Elsewhere.”
For any student who is absent but the absence is expected (e.g., a child is scheduled to not attend school on Tuesdays and Thursdays), there is an option to mark them accordingly. In this case, the teacher can select the down arrow next to “Absent” and select “Not Expected.”
Users will be able to see which students are absent, as well as the reason for their absence, listed under the “Out” section of the Attendance Page.
Families now have the ability to mark their child absent directly from the Kaymbu for Families app. When a family submits an Absence Note through the family app, the student's attendance information will update instantly in real-time on the teacher/administrator's end. This information will be accessible from both the Attendance page and the Daily Sheets page.
To learn more about what families will see and how they can add an absence note through the Family App, click here. Please note, in order for families to have access to this function, a program must have the Attendance feature, and in addition, must enable Drop Off Notes in their account settings.
The “Move” feature allows users to move themselves, as well as any student that is within their care or in their homeroom. When moving individuals to an alternate location, users will have the option to move a single student, a small group of students, or their entire class. Please note that students can only be moved once they are checked in for the day.
- Moving an individual student: To move a student to an alternate location, select the “Move” button to the right of the student’s name. Users will then be prompted to select the classroom or location that the child will be moving to. Once the student has been moved, their name will appear on the Attendance page under the name of the location the student was moved to. An additional way to move a student is to directly click on their student profile image from the Attendance page. A student’s profile image is located to the left of their name. Once clicked on, a window will pop-up, allowing users to easily view the student’s profile picture in order to ensure that the appropriate student is moved.
- Moving a small group of students: Users can also move themselves or other teachers, along with a small group of students to other locations within their center. To do this, select the teacher and/or the students by clicking on the checkboxes next to their names. In doing so, a black bar at the top of the page will appear with the option to move the selected individuals.
- Moving a whole class: In this case, when an entire class needs to move at once, like when visiting the playground, for example, users can select the checkbox at the top of the Attendance Page next to “Name.” This will select all individuals within a homeroom, including the teacher and any co-teachers. From here, a black bar will appear at the top of the page with the option to move all selected individuals.
From the Attendance page, teachers will be able to see where each of their students are located along with any other staff members or teachers within those locations.
Daily Use Features
Health & Safety
The Health & Safety Page is a great resource to refer to for any information regarding the safety and well-being of each student that is within the same location as the teacher on duty. Any student with an allergy/condition noted within their student profile, will be indicated with a red circle on the Attendance page. To view a classroom’s Health and Safety information, navigate to Menu > Attendance. From here, users can click on the Health & Safety tab at the top of the Attendance page. The Health & Safety page will contain the following information: student names, the homeroom they are assigned to, their birthdate, emergency contacts, and any applicable allergies or medications.
For any information to appear on the Health and Safety page, it must be added to the student or family member profile in the Roster.
Name-to-Face Checks allow users to confirm that the students that are marked as present are, in fact, in their care. This is a great tool to use after transitioning students from one location to the next. To access Name-to-face, navigate to Menu > Attendance. Directors will need to select the applicable classroom from their Attendance dashboard, whereas teachers will have access to the students on their Roster. Users can then select the “Name-to-Face Checks” tab at the top of the Attendance page. When completing a check, the user will first identify themselves as the staff member performing the check and then individually confirm the students that are in their care. After submitting the check, a confirmation message will appear with a request to validate the number of students that were logged. Administrators will be able to view a timestamp report of when this action is performed by accessing the Name-to-Face Checks Report.
Bring People Here
The Bring People Here feature allows teachers to check in, check out, or move any student within their center to the current location where they are marked as “On Duty.” To utilize this tool, navigate to Menu > Attendance. Teachers must ensure that they are marked as “On Duty” in order to utilize the Bring People Here feature. From here, select “Bring People Here” at the top of the Attendance Page, then select the student(s) and/or teacher(s) you wish to bring to your current location.
The video example below shows a teacher who is on duty in Classroom B using the Bring People Here feature to move students from another classroom into Classroom B. To do this, the teacher clicks on the “Bring People Here” tab, which then presents a list of all the students and teachers within their center. The teacher then selects the applicable students and clicks “Bring here.” Now the students that were brought over to Classroom B are visible on the teacher’s Attendance Page in addition to their own homeroom students.
In order for a teacher to view all students that are within their care (both homeroom students and students that have come from other classrooms) on the Attendance Page, that teacher must be signed into their account and must mark themselves as “On Duty.”
In the event a teacher is not logged into their account but has been marked as “On Duty,” that teacher can utilize the “Bring People Here” feature, but will only be able to view the homeroom students of that particular classroom on the Attendance Page. If the teacher would like to view all the students that are within their care, they would either have to navigate to the Health & Safety page or ensure that they log into their account and mark themselves as “On Duty.”
The Attendance Log shows a record of all check-in, check-out, and absence information for each student. The Log can be accessed from the Attendance page by selecting the “Log” tab on the top of the screen. By default, the Log will reflect the Attendance information for the current day, however, Attendance records from previous dates can also be viewed by selecting the arrows located next to the date at the top of the page. At the bottom of the Log page is a classroom’s Daily Total. The Daily Total gives a quick view into how many students were present, absent, not expected, or have no recorded attendance on a specific day. When enabled by an administrator or director, the Attendance Log can be edited by any user if necessary.
How to Edit the Attendance Log
High-level users, such as Account Managers and Administrators, will always have the ability to edit the Attendance Log regardless of whether or not the Attendance Editing setting has been enabled. For all other users (Directors and Teachers), the ability to edit the Attendance Log must be enabled in the Attendance Settings in order to make changes to student attendance information. The Attendance Settings can be accessed by navigating to Menu > Settings > dialing down to the applicable Center if needed > Attendance Settings.
Once Attendance Editing has been enabled, the attendance information of a student can be updated through the Log by clicking on the status and selecting the appropriate option.
Additionally, the check-in and check out time of a student can be edited if needed. Users can click on the time and make the necessary changes. A confirmation message will appear to verify the change, then select “Save.”
Student Daily Summary
From the Attendance Log, users can also view a student’s Daily Summary Report by clicking on a student’s name. The Student Daily Summary includes all attendance and movement activity, as well as any Name-to-Face Checks performed for an individual child within a homeroom. This provides a helpful view for teachers when they need a snapshot of a child’s day and all of the classrooms and locations that they have visited. This information is also accessible to directors in Reports.