How to mark an activity as complete or cancelled and managing attendance data

Watch the video or read our step-by-step guide below:

Marking an activity as complete
To mark an activity as complete, first select Plans > Your Plans in the navigation bar. Select the correct academic year and then click on ‘View/Edit Plan’:

Find the activity you want to mark as complete in the Planned Activities tab list, and click on the chevron in the ‘Actions’ column. Then select ‘Mark activity as complete’:

Once you select ‘Mark activity as complete’, there could be two instances:

1. All pupils were in attendance on the day/days of the planned activity:

• • In this instance, a pop-up window will display the following message, confirming that all pupils were in attendance:
    
    

2. Some pupils were absent on the day/days of the planned activity:

• In this instance, the pop-up window will display a list of pupils that were absent on the day/days of the planned activity
• You will be given the option of changing the attendance state of pupils to either Attended, Absent or Unsure (the default Attendance status, based on data from your MIS, will be ‘Absent’) 
• You can change the attendance status for all pupils in the list by checking the boxes above the final column. Note that you can also search for pupils by typing their name into the search box:
  
  

Once you have made any changes, click on ‘Save & mark as complete’ (there is also a button to proceed without making any changes):

Activity status in individual pupil profiles

All activities on the ‘Activities’ tab of a pupil’s individual profile will display one of three statues: Offered, Planned or Completed:

• The activity will have a status of ‘Planned’ if an activity is created for a pupil and has not yet taken place.
• The activity will have a status of ‘Completed’ if an activity was Completed with that pupil being marked as ‘attended’.
• The activity will have a status of ‘Offered’ if an activity was completed and the pupil has been marked ‘unsure’.
• The activity will have a status of ‘Offered’ if an activity was completed and the pupil has been marked ‘absent’.
• The activity will have a status of ‘Cancelled’ if an activity has been cancelled:
  
  

Marking an activity as cancelled
To mark an activity as cancelled, select Plans > Your Plans in the navigation bar:

Select the correct academic year and click on ‘View/Edit Plan’:

Find the activity you want to mark as cancelled in the Planned Activities tab list, and click on the chevron in the ‘Actions’ column. Select ‘Mark activity as cancelled’ from the list:

 
A pop-up window will ask you to select a reason for the cancellation from a list:

Once you have selected your reason for cancellation, click on ‘Mark Cancelled’:

The activity will now appear in the Cancelled activities tab list.


Managing attendance data

Viewing/editing activity attendance data

Once an activity has been marked as completed, a user is able to edit the attendance state of a pupils by clicking on the chevron in the ‘Actions’ column and selecting ‘View/Edit activity’:

Scroll down to the ‘Add groups or individuals to this activity’ section and select the ‘Edit Attendance’ link:

The same pop-up will appear as when you mark an activity as ‘Completed’. You can then edit the status of pupils in the same way:

Adding pupils to an activity that is completed

You can add pupils to an activity that is already completed by selecting ‘View or edit activity’ and scrolling down to the ‘Add groups or individuals to this activity’ section:

You can assign a pupil to an already completed activity by selecting ‘View or edit activity’ and scrolling down to the ‘Add groups or individuals to this activity’ section. In the example below, Arthur Baker is added to the completed activity:

The default attendance state of the pupil will be ‘Unsure’. This can be changed by clicking on the ‘Edit attendance state’ link and assigning the correct attendance status:

Once the pupil has been assigned, a confirmation will appear to the top-right of the screen confirming the pupil has been added to the activity:

Removing a group of pupils from an activity

You can remove a group or a pupil from an activity by clicking the ‘x’ next to the group or pupil’s name: 

A pop-up window will ask you whether you want to proceed with your changes. Select ‘Confirm’ to proceed:

The group or pupil will then be removed from the activity.