How Do I Create an Attendance Register?
If your organisation runs classes, courses, events or anything similar, you will find the attendance register functionality built into LoveAdmin highly useful.
If you are uncertain on how to create an attendance register, follow the simple steps below:
Step 1: Click ‘Create new register’.
Step 2: Once the page has loaded, you will be given the options for creating your attendance register. Firstly, you will need to answer, ‘Name of register’. As the name suggests, this will be the name given to your attendance register.
Step 3: ‘Create register for [insert value] sessions’ – here, you will select how many sessions you would like the attendance register to run for. There is a maximum of 52 sessions per register.
Step 4: ‘This register is for:’ – here, you will select which groups the attendance register applies to. You can choose to apply the register to all your groups or select specific groups individually.
Step 5: Finally, we give you the option to ‘Send alert to administrators when a person misses sessions?’ – if you select ‘No’, no alert will be sent. If you select ‘Yes’, however, you will be asked two further questions.
Step 6: If you selected ‘Yes’ to ‘Send alert to administrators when a person misses sessions?’ you will be able to define the circumstances that trigger the alert. This includes the number of sessions missed before an alert is sent and who you would like the alert sent to.
Step 7: Once you are happy with the settings you have chosen, click ‘Next’ at the top of the screen.
Step 8: In the screen that loads, you will be able to select the fields which appear on the register. You can select these by ticking the checkboxes next to the field in the left-hand column – they will then appear on the right-hand side where you will be able to drag and drop them in your desired order of appearance. You also have the option to hide fields, this is handy if you want access to lots of data but don’t want to display it all the time. When clicking on a record in the register, the hidden data will be displayed.
Please note – there are three fields available for display on the attendance register which can be edited by clicking ‘Edit’ once they appear in the right-hand column. These are listed below:
Notes: ‘When a note is added, send alert to:’ – here, you can choose to alert either a specific individual or multiple people if a note is added to a Contact’s record on the attendance register. For example, ‘had to leave the session early due to illness’. Once you have chosen the people you wish to alert, click ‘OK’.
Attendance record: ‘Number of past sessions to show attendance history for:’ – if this field is selected to appear on your register, you can view the attendance history for a Contact on the register. Answering this question will determine the attendance history that is shown.
You also are given the option to ‘Display attendance history for past register(s) – if you select yes, as the question suggests, past register history will be displayed too.
Once you have made your selections, click ‘OK’.
Payment Status: Here, you will be able to select which groups you would like to see the payment status for. You can either select all or pick specific ones on an individual basis. Once you have selected which groups you would like the payment status to be displayed for, click ‘OK’.
Step 10: Once you are happy with the fields you have selected to appear on the attendance register, click ‘Save and finish’ located on the left-hand side toward the top of the screen.
Once you have completed the above steps you will have successfully created an attendance register!
How Do I Edit a Register?
In some circumstances, you may wish to change your registers or what information you see on your registers - to find out how to do this, follow the steps below:
Step 1: Alongside the register you wish to edit click ‘Edit’.
Step 2: From here you can edit your title, add more sessions and change the dates of the sessions. You can also link the register to different/more classes by clicking ‘Select’ alongside ‘This register is for:’. As well as being able to turn email alerts to administrators off or on and changing or adding who you wish the alerts to be sent to. Click ‘Save’ before moving onto editing fields.
Step 3: You can also change what information you view on your registers by clicking the ‘Edit fields’ icon. From here you can add fields from the left-hand side column by ticking the box alongside the field name. You can remove fields you no longer wish to view by clicking ‘x’ alongside the field name in the right-hand list, and you can rearrange how the fields are displayed by clicking and dragging a field up or down in the right-hand list. When you are happy with your changes click ‘Save and finish’
Step 4: When you are happy with all the changes you have made, click ‘Save and Finish’ to complete.
Once you follow these instructions you will have successfully edited your attendance register.
How Do I Delete an Attendance Register?
To delete an attendance register, follow these simple steps:
Deleting an Attendance Register
Step 1: Once the page has loaded, click on ‘Delete’ which can be found in the same row as the attendance register’s name on the right-hand side.
Step 2: A pop-up will then appear asking “Are you sure you want to delete?” – if you are sure, click ‘OK’.
Once you have followed the steps above you will have successfully deleted your attendance register.
How Do I Print a Register?
In some circumstances, you may wish to print your registers, so you can view them offline - to find out how to do this, follow the steps below:
Step 1: Alongside the register you wish to print click ‘Print’.
Step 2: A pop up will appear asking which session you wish to print in relation to which class. Select your sessions for the classes you need to print and click ‘Next’.
Step 3: A preview of the register you selected to print will appear as a pop-up box, from here you can remove any weeks you do not wish to print and then when you are happy with your register click ‘Print’.
Once you have followed these instructions you will have successfully printed your attendance register.
How do I add people to the attendance register?
This help guide sets out the steps you need to follow to link your attendance register to a group. Any contacts within the group that is linked to the attendance register will be listed.
Step 1: Click on ‘Edit’ alongside the relevant attendance register.
Step 2: Click on ‘Select’ alongside ‘This register is for:’ and using the checkboxes, select all the groups you wish to record attendance for with this register template.
Press ‘OK’ to close this window.
Step 3: Press ‘Save and Finish’ for the changes to take effect on the attendance register template.
Step 4: Make sure all members for whom you wish to record attendance for have been added to the group.
When viewing the attendance register on a computer (not via the mobile app), a contact whose attendance has been recorded but has subsequently removed from the class will still be listed in the attendance record. However, the tick box alongside their name will not be available to select. Their name will also appear in black on the list.