Recording attendance

The attendance register is what the whole day care centre rests on: it decides the forfait, the day price and the care. It holds one line per user and per day, with the arrival and departure hours.

Today’s attendance, at the door

Accommodation → Today’s attendance opens a screen made for a tablet at the entrance: one card per day care user, with their photo. The same screen opens from the Today’s attendance tile of the care board and of the billing board.

  1. When a user arrives, tap their card (1): the arrival is recorded at the current time.

  2. When they leave, tap it again (2): the departure is recorded, and the card says whether the day earns the forfait, or why not.

  3. Tapped the wrong card? Click Undo in the confirmation that appears.

  4. To type the hours by hand or record a day cut short, click the card’s ⋯ button (3): it opens the Add a day of attendance dialog.

Today's attendance: a user expected and not arrived yet, a user who left at 10:00 with the reason Less than 6 hours, and a user present since 08:52

  • The screen lists the users expected today: on the weekdays agreed with the family, otherwise on the days the centre opens. Everyone also shows the others, for an unplanned visit.

  • Every tap goes through the register: the 13:00 closure, the audit log and the forfait rules apply exactly as in the day’s register.

  • From 13:00, a user expected and not ticked in stays on the screen, marked Not ticked in by 13:00: the register counts them absent. Tapping their card still records a late arrival, marked Recorded after closure.

  • Several screens can stay open at once: each one reloads every two minutes.

The tile’s badge counts the users expected today who have not arrived yet. It goes back to zero at 13:00, when the register closes to arrivals.

The Today's attendance tile on the care board, with a badge counting one user still expected

The day’s register

Accommodation → Day care register opens the register of one day: every day care user whose stay runs that day (1). The days already recorded come marked Present, with their hours.

  1. Switch on Present for the users who came.

  2. Enter their arrival and departure hours: without them, the day earns no forfait.

  3. Click Save the register.

The day's register: four users, three of them marked present with their arrival and departure hours, and the banner saying the register closed at 13:00

Above the list, Places shows the places the approval licenses and Ticked the users marked present. More users ticked than places is said in a banner, never blocked: saving stays allowed.

Switching Present off removes the user’s day. From 13:00 the banner says the register is closed to arrivals: the departures can still be completed, and a user added now is marked as recorded after the closure.

One day for one user

On the user’s file, Add a day of attendance opens a dialog for a single day — the right tool to catch up a fortnight for one person.

  1. Choose the Date (1): today by default.

  2. Check Arrival and Departure (2): they start from the centre’s hours.

  3. If a hospitalisation or a death interrupted the day, choose it under Day Cut Short (3).

  4. Read the verdict before saving (4): the forfait is due, or the reason it is not.

  5. Click Save, or Save and next day to move on to the following day.

The Add a day of attendance dialog: the date, the arrival at 08:00 and the departure at 18:00, the Day Cut Short field, and the green banner saying the forfait is due

  • A day already in the register is loaded, never doubled: saving updates it.

  • Did Not Come records a day the user was expected and did not come, unannounced. It goes in as an unannounced absence, not in the register — which lists who came — and is billed only where the centre’s rules of procedure provide for it.

  • The next day always starts blank, on the centre’s hours.

  • A notification confirms each day saved, and says whether the forfait is due.

A day that earns the forfait

A day earns the forfait when the user:

  • stayed at least 6 hours, and

  • arrived by 12:00;

or when the day was cut short by a hospitalisation or a death, however short. Otherwise the register says why: Less than 6 hours, Arrived after 12:00, or Arrival or departure time missing.

A day that earns no forfait is still recorded: the user came, and the centre bills them its day price.

The 13:00 closure

  • Before 13:00, the register of the day is open.

  • From 13:00, it is closed to arrivals; departures can still be entered.

  • A past day can only be amended by a manager, and every change is kept in the audit log.

  • A line added after the closure is marked Recorded after closure.

Once the register has closed, its silence is an answer: a user who was expected and not marked present did not come that day.

The history

Accommodation → Day care attendance lists the days recorded, with the filters Today, This month, Forfait not due, Recorded after closure, Centre closed that day, Over the places and Transported today, grouped by resident, by day or by transporter.

The attendance history of the month: two days in red that earn no forfait, each with its reason, a day cut short by a hospitalisation, and a line in orange recorded after the closure

A day that earns no forfait shows in red, with its reason under Why Not Due; a day recorded after the closure shows in orange. A day recorded on a weekday the centre does not open is flagged, never refused: it is either a date typed wrong, or an exceptional opening.

  • Over the Places flags a day when more users came than the approval licenses places.

  • Transported by the Centre says the centre drove the user in that day. It is ticked from the transport days of the stay, can be corrected on the line, and the transport supplement counts these days.

What’s next