This section discusses how to manage client attendance from the Attendance screen. For information on documenting attendance from the History tab in the client record, please click here.
Working with Client Attendance
An attendance-based service is one that is provided on a daily basis, or multiple times per day. Examples of attendance-based services include transportation services and shelter services.
To begin working with client attendance, go to the Launcher menu and select the Attendance icon.
This will take you to the Attendance screen, where you will find a list of the attendance-based services in your agency. Select the Edit link that appears to the left of the service name you wish to modify or view.
Selecting Manage will take you to the attendance screen for that particular service. It will automatically default to the current date. If needed, you can change the date by selecting the calendar icon.
The screen will adjust to list the attendance information for the given date.
Service Attendance Screen
The Service Attendance Screen will display one of two interfaces based on the default configuration of the specific service item within Clarity by your administrator.
The Service Attendance screen is divided into 3 sections or the Manual default configuration:
- The In Attendance box is located on the left side of the screen. This is where you will place the clients who received the service on the given date.
- To the right of this box is the list of clients who have received this service at any point in time during the past 4 months.
- On the far right side of the screen is the client search box. Here you can enter a client name or part of the name for clients who have not received the service within the past 4 months. You can also easily manage household attendance here as well.
Documenting Client Attendance
There are three ways to document client attendance:
- Add Names from Client List
- Client Search Box
- Unique Identifier Scan Upload
Add Names from Client List
To manually check in a client, select the Add link next to their name as it appears in the database of names to the right. This will carry the client from the database on the right to the daily attendance list on the left.
Note: When the client is placed in this area, a service record is automatically saved to the client. This service can be reviewed in the client's history tab.
Notice that the totals located at the bottom of both boxes will change accordingly and in real time.
If necessary, you can remove the client from the daily attendance list by selecting the trashcan icon next to the client’s name. This will return the client to the database of names; it will not completely delete them from the list.
Client Search Box
Use the client search box to add a client who has not received the service during the last 4 months, or to check in multiple household members.
Enter the client name (or part of the client name). Just as with the first method, select the Add link to add the client to the In Attendance list (i.e. check them in).
NOTE: If the service transaction requires a program enrollment, the Attendance Tool will not allow clients who are not enrolled in the program to be checked in.
To add members of a household, select the icon to the left of the client name. A list of their associated household members will drop down. Select Add to check in these household members.
Unique Identifier Scan Upload
The attendance tool also allows the ability to scan the barcodes on Client ID cards to perform the client record search automatically and apply the service to clients. Information on generating client photo ID cards, see [CLNT-103] Photo ID Card - Sample.
To enter scan mode, click the Scanned tab located in the Attendance Tool screen.
Once opened, the user can simply scan client ID cards to place the client in attendance having received the service item you are working with.