Description: In this topic, the user will learn how to create Absence Entries and use the Absentee Report. Create an absence entry if an individual is absent or attends only a partial day at a residential or parenting program.

*Please note: Absence entries are approved when the attendance is approved. An attendance entry can be created for a date that already has an absence entry. An absence entry cannot be created for a date that already has an attendance entry.

Role Required: Super User, Supervisor

Permission Required: Residential Program Admin, Parenting Program Admin

Create an Absence Entry

  1. Log in to personal profile

  2. Click Home on the main menu

  3. Click Residential Programs or Parenting Programs on the submenu

  4. Use the filters to search for the program and click Search

  5. Click anywhere in the program row to open the details page

  6. Click Actions

  7. Select New Entry from the drop-down menu

  8. Complete the Add New Entry form wizard

    1. Entry Type: Select Absent from the drop-down

    2. Program Name: The residential or parenting program name will auto-populate

    3. Account Type: The account type will auto-populate

    4. Client: Type and select the client's name

    5. Service Code Checkbox: Select the checkbox for the service code

    6. Check Out: Select the date and time the client left the program

    7. Check In: Select the date and time the client checked back in to the program

    8. Reason: Select a reason for the absence from the drop-down menu

    9. Note (optional): Add a note if required by the program

    10. Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program

  9. Click Save and Yes to confirm

Create an Absence Entry from the Program Profile

  1. Log in to the Residential or Parenting Program profile

  2. Click Home on the main menu

  3. Click Clients on the submenu

  4. Click Actions

  5. Select New Absent from the drop-down menu

  6. Complete the New Absent form wizard

    1. Client: Type and select the client's name

    2. Service Code Checkbox: Select the checkbox for the service code

    3. Check Out: Select the date and time the client left the program

    4. Check In: Select the date and time the client checked back in to the program

    5. Reason: Select a reason for the absence from the drop-down menu

    6. Note (optional): Add a note if required by the program

    7. Attachment (optional): Click the blue Add Attachment hyperlink to add an attachment if required by the program

  7. Click Save and Yes to confirm

Absentee Report

The Residential and Parenting Absentee Report shows the Check Out and Check In times for absences and partial days along with the reason.

  1. Log in to personal profile

  2. Click Reports on the main menu

  3. Click COA Reports on the submenu

  4. Select Residential Absentee Report or Parenting Absentee Report from the flyout menu

  5. Enter desired criteria into the filters and click Search

  6. The records will display in the table below the filters

  7. Click Download to open the Download Report Wizard

    1. Select the column(s) to be displayed on the report

      1. Click the right arrow to add a column to the Selected Columns

      2. Click the double right arrows >> to add all columns to the Selected Columns

      3. Click the left arrow to remove the column from the Selected Columns

      4. Click the double left arrows << to remove all columns from the Selected Columns

    2. Click Next

    3. Select the format in which to download the report by clicking the Format drop-down

      1. Format options include Excel, PDF, CSV, and Tab Delimited

        1. PDFs have a ten column limitation

        2. If PDF is selected, the Orientation field will open

          1. Select Portrait or Landscape from the drop-down menu for the PDF

    4. Optional - Click the Save as Report Download Preference checkbox to save the report preference

  8. Click Download

Import Residential Program Attendance Entries

If absence entries are entered into the system, attendance entries will not be generated for that day. Use the Residential Program Entries Import to import dates with absence entries. See the section entitled Residential Program Entries in the SP (or FI) Admin Guide: Import Formats article for details.