Marking a roll can be done from the homepage of the Clipboard app if you have a Session or Fixture that day that needs attendance marked. It will appear like the image below an hour before a Session or Fixture begins. Click on Mark Roll, which will open the roll in a pop-up window.
Top Tip: Rolls can be marked anytime on the day a Session or Fixture begins and up until one week after it ends! After a week, only a Manager or Admin user can mark this roll.
However, for this article, we'll seek it out.
How to mark a roll:
- Go to the Schedule
- Click on the Session or Fixture you want to mark the roll for
- A pop-up window of the Session or Fixture will appear. Scroll down to the Attendance section and select Mark Roll.
- Mark the Roll. Depending on the roll marking type set for the Activity, either mark those who are absent or those who are present (more info below). The roll will also show the percentage of students present.
- Save
Roll Marking Type
When marking a roll, you can check if your Activity has set the roll marking type to be absent or present by default. This will be signified by the descriptions (see images below) in the top left-hand corner of the roll pop-up window.
- If the roll is present by default, mark the absent students. If they have a pre-explained absence, indicated by 'potentially absent' showing on the roll next to their name, the explained absent option will be highlighted.
- If the roll is absent by default, mark the present students. If any are absent, you can indicate if they were explained or unexplained absent.
For more information, check out our article on Present vs Absent by Default.
Adding a Student to a Roll
If a student is not included on a roll but attends a Session or Fixture, you can simply add them to the roll!
- Click on the Session or Fixture you want to mark the roll for
- A pop-up window of the Session or Fixture will appear. Scroll down to the Attendance section and select Mark Roll.
- Click on the Add student button at the top right corner of the roll window.
- Type in the student's name and select the correct student by ticking the box next to their name.
- Click Save, then continue marking and save the roll.
Note: If you add a student to a roll, they will only appear as being marked present for that single Session. They will not be added to future Sessions or to that Team. If the student needs to be added to all future Sessions, you will be required to alert an Admin or Manager user so they can add that student to the Team.
Frequently Asked Questions:
Can I change the order of the students in the roll?
Yes! You can change the order of the roll to mark by first name, last name, or Team order by clicking on the down arrow next to the 'Order by' at the bottom left of the pop-up window.
Who receives the reminders to mark the roll?
If multiple staff are assigned to the same Session or Fixture, all will receive a reminder to mark the roll. However, if there are multiple Teams on that Session or Fixture, then only the staff assigned to that Team will receive a reminder to mark their Team's roll. These notifications are sent after the Session or Fixture ends and again three hours after the Session or Fixture ends if the roll has not been marked. If multiple users are assigned to the same Team, and one user marks the roll, the others won't receive a reminder to mark the roll.
What is the difference between explained and unexplained absences?
An unexplained absence is when a student has not shown up or provided a prior explanation. If there is no pre-explained absence in Clipboard, the unexplained absence option will be coloured red and an option to click, to record that they are missing from your Session with an 'unexplained absence'.
An explained absence is when a student has missed your Session but has provided notice and explanation as to why. As shown in the image above, students with a pre-explained absence in Clipboard will have 'potentially absent' next to their name, with their provided explanation, e.g. Family Event. The unexplained absence option will be greyed out.
Note: If the student has a pre-explained absence, either synced from the SIS or manually added into Clipboard, the student will be marked as an explained absence.
What does 'potentially absent' mean?
Check out our help article Potentially Absent when Marking Rolls to find out!
Can I leave a comment about a student when marking a roll?
Yes! For present by default rolls, click on the student on the roll, select add a comment, and then write a comment and save. For absent by default rolls, click the three vertical dots for a particular student, select add a comment, and then write a comment and save.