Attendance Feature

This feature allows users to record a visit for several clients at a time. It gives you the ability to create a group of clients and record a visit that will appear in each of their profiles for the same visit date. Below you will find instructions on how to utilize the attendance feature within Link2Feed. 

This article covers the following topics: 

• How do I enable the use of the Attendance Feature?
• How do I create an Attendance Group?
• How do I edit an Attendance Group?
• How do I delete an Attendance Group?
• How do I add a visit from an Attendance Group?
• CSFP Attendance Group
• Attendance list for clients without visits

How do I enable the use of the Attendance Feature?

The Attendance Feature must be enabled at the organization and also within the user profile.

To enable the feature for the organization:

• From the left navigation pane click Administration and then Organizations.
• Select the orange edit icon beside the name of the organization you wish to add the Attendance feature to.
• Click on the C MGMT tab and scroll down to the Intake Options section.
• In the far right column select the ON radio button; it will change to blue.
• Scroll to the bottom of the page and click the Save Changes button.

To enable the feature for users:

• From the left navigation pane click Administration and then click Users.
• Scroll through the table to find the user requiring the Attendance feature, or use the Search field in the top right-hand corner of the table to search for the user.
• Select the edit icon beside the user's name and then click Case Management Specific from the group of options in the top right-hand corner of the page.
• In the Case Management tab under Additional Permissions check off the Attendance option.
• Scroll to the bottom of the page and save your changes.

How do I create an Attendance Group?

An attendance group can only be created at the agency level, to create a group log into the agency you will be creating a group for:

• From the left navigation pane click Clients and then Attendance.
• Click on the + New Attendance Group button on the top right-hand side of the page.

• This will direct you to the Attendance Page, where you will give the group a name, and add clients using the Search field.
• Begin typing the name of the client in the field and hit Enter on your keyboard when the client's name appears.
• This will move the client into the Search Results field, click on the dark blue + icon and the client will be moved to the Clients table.

• Complete the same steps as above to add more clients to the Clients table.
  • The client's household details will appear in the table, including:
    • household size
    • number of seniors
    • number of adults
    • number of children
    • children's ages
    • dietary considerations
    • last visit date
• Once you have added all the clients to the group, click the blue + Create Group button.

You can add more than one client from the same household into the same group. The system will alert you that you have done this and you can choose to continue if that is what you meant to do.

• You will be directed back to the Attendance page and your new group will be visible in the Attendance Client Group section.

• If you attempt to add a client to a group they have already been added to, you will receive an orange notification banner warning you that the client is already in the group
• You will need to scroll down to the bottom of the group table and click the green Update Group button before being able to record a visit for the group.

If a client is in forced profile review for being inactive, they will appear with a red bar, but it will still be possible to record a visit using this feature. 

How do I edit an Attendance Group?

To edit an Attendance Group:

• From the left navigation pane click Clients and then Attendance.
• Scroll through the Attendance Client Group list to find the group you wish to edit, or if the table hosts multiple groups you can use the Search field in the top right-hand side of the section heading to search for the group.
• Click the orange pencil icon to the far right of the group name. This action takes you to the Attendance page, where you can:
  • Make edits to the group name.
  • Add clients to the group using the Search field, click here for instructions on adding clients to a group. 
  • Remove clients from the group by clicking the red trash can icon at the far right of the client's name in the Record Attendance section.
• Once all edits have been made, scroll to the bottom of the page and click the green Update Group button.

If adding a client to an already-established group, an orange notification banner will appear, reminding you to click the Update Group button. 

How do I delete an Attendance Group?

To delete an Attendance Group:

• From the left navigation pane click Clients and then Attendance.
• Scroll through the Attendance Client Group list to find the group you wish to delete, or if the table hosts multiple groups you can use the Search field in the top right-hand side of the section heading to search for the group.
• Click the red trash can icon to the far right of the group name, and a notification will appear confirming your deletion.
• Confirm by clicking the blue Delete button, you will be returned to the Attendance page and the deleted group will no longer be visible in the Attendance Group table.

Deleting an attendance group will not delete the visits created from the group in the past, nor the actual client profiles. It's just deleting the list of clients. 

 

How do I add a visit from an Attendance Group?

To add a visit from an Attendance Group:

• From the left navigation pane click Clients and then Attendance.
• Scroll through the Attendance Client Group list to find the group you wish to delete, or if the table hosts multiple groups you can use the Search field in the top right-hand side of the section heading to search for the group.
• Click the orange pencil icon to the far right of the group name.

• This action takes you to the Attendance page, where you can click on the attendance visit you'd like to create. You will only see visit options for programs you would usually have permission to see on the client's usual Services page.
• Select all the clients from the group who you want to record the visit for; you can select them individually by checking off the box to the left of the client's name, or select the whole group by clicking the green Select All button in the light blue header.

If you have to edit the list at all, make sure to save your changes before continuing to record a visit.

The system will notify you if a visit cannot be added for the client at this time. Reasons for this include:

• Ineligibility.
• Client has already received food.
• The client's profile needs to be reviewed.

If a client is in forced profile review for being inactive, they will appear with a red bar, but it will still be possible to record a visit using this feature.

When selecting the clients for whom you will be recording a visit to this program, if the agency tracks quantity or provisions, these will be displayed as well. Check off the provisions being received during the visit. 

Complete all other fields on the page and click the blue Save Visit button to complete the visit. Details of the visit will vary depending on the type of visit you're creating, and may or may not include:

• Visit/pick up date.
• Location.
• Status.
• Signature option (for TEFAP and CSFP visits).
• Notes.
• Quantity.

Once the visit is saved it will generate a Visit Summary detailing the clients' IDs, names, and date of the visit. 

The Record Attendance header contains tools with which you can:

• Copy: Copy the Attendance Group list to your computer's clipboard.
• CSV: Download the Attendance Group list into a CSV file, generally viewed with Microsoft Excel.
• PDF: Download the Attendance Group list into a PDF.
• Print: Presents a printer-friendly version of the report contents.

Mass Delete: Although visits can be created at once for several clients, there isn't a way to mass edit or delete an attendance entry recorded for those clients. They would have to be edited/deleted on an individual basis.

CSFP Attendance Group

For all organizations with a CSFP program enabled who use the attendance feature, an attendance group will automatically be generated at each agency based on the clients that were assigned to that Location.

The groups will be labeled Automated CSFP Group- Location: [Name of location] and will be updated in real-time based on any changes to that client's Location. Any new clients added to that location will also automatically be added. Users will NOT be able to add their own clients to these groups as they are based on settings in the system.

Record a visit as you would any other Attendance Group; click here for instructions.

Attendance list for clients without visits

This list identifies clients who have not yet recorded a visit into the system.

What does this feature allow you to do?

• This feature allows you to follow up with clients who have not made a visit yet.
• This feature allows you to identify the total % of people who create a profile but have never come in for an appointment.
• With this feature you can even estimate how long on boarding will take for these clients and schedule appropriate time for them. 

How does it work?

An entry appears in the attendance list called automated clients without visits. Opening this view will show a list of all clients who have not recorded a visit in the system. Any new clients added without visits will be automatically added. Users cannot add their own clients to these groups as they are based on settings in the system.

You may still see some users in this list that have a visit date recorded beside their name, this is caused due to visits being recorded by other members of their household and not by the client listed in this attendance list.

Record a visit as you would any other Attendance Group; click here for instructions.