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Attendance Tracking

SlotBase tracks attendance for every session in a program. Coaches and facility admins mark each enrolled student as present, absent, late, excused, or cancelled. This creates a clear record of participation that benefits everyone -- coaches can monitor engagement, admins can track program utilization, and players can review their own attendance history.

Attendance Statuses​

Each student's attendance for a given session is recorded with one of the following statuses:

StatusMeaning
ScheduledThe session is upcoming; attendance has not been marked yet
PresentThe student attended the session
AbsentThe student did not attend and did not notify in advance
LateThe student arrived late but did participate
ExcusedThe student did not attend but notified in advance (e.g., illness, conflict)
CancelledThe session itself was cancelled (not the student's fault)
info

All students start with the Scheduled status for each upcoming session. This status is updated by the coach or admin during or after the session.

Who Can Mark Attendance​

Attendance can be recorded by two roles:

RoleAccess
CoachCan mark attendance for sessions in programs they are assigned to
Facility AdminCan mark attendance for any program at their facility

Players cannot mark their own attendance. They can only view their attendance records.

How to Mark Attendance​

For Coaches​

  1. Go to your Coach Dashboard.
  2. Open the program session from your Schedule or the Programs section.
  3. You will see a roster of all enrolled students.
  4. For each student, select the appropriate attendance status from the dropdown.
  5. Click Save Attendance.

For Facility Admins​

  1. Go to your Facility Admin Dashboard.
  2. Navigate to Programs and select the program.
  3. Open the specific session you want to record.
  4. Mark each student's attendance status.
  5. Click Save Attendance.
tip

Mark attendance as close to the session time as possible for accuracy. You can update attendance after the session if you need to make corrections.

Viewing Attendance Records​

As a Player​

  1. Go to your Player Dashboard.
  2. Navigate to My Programs and select a program.
  3. Click Attendance History to see your record for each session.

Your attendance history shows:

  • Session date
  • Attendance status (Present, Absent, Late, Excused, or Cancelled)
  • Total sessions attended out of total sessions held

As a Coach​

From your program view, you can see:

  • A summary of attendance across all sessions.
  • Individual student attendance patterns.
  • Which students have missed multiple sessions.

As a Facility Admin​

Admins have the broadest view:

  • Per-program attendance reports.
  • Aggregate attendance rates across all programs.
  • Individual student records.
  • Coach attendance tracking (did the coach show up?).

Session Cancellations​

When a session is cancelled (by the coach or admin), all enrolled students receive the Cancelled status for that session. This is important because:

  • Cancelled sessions are not counted against a student's attendance record.
  • Students may be owed a makeup session or credit for coach-initiated cancellations.
  • The system tracks extraSessionsOwed on the enrollment to account for sessions the student missed due to cancellations.
info

If the coach cancels a session, the student is credited with an extra session owed. This credit can be used for a makeup session linked to the cancelled one.

Makeup Sessions​

When a coach cancels a session, the facility may offer a makeup session:

  1. The admin creates a makeup session and links it to the cancelled session.
  2. Affected students are notified about the makeup date.
  3. Attendance for the makeup session is tracked separately.
  4. Once the makeup is attended, the extraSessionsOwed count is reduced.

Attendance and Billing​

Attendance records do not directly affect monthly billing. Enrolled students are charged their monthly rate regardless of attendance. However:

  • Excused absences are documented for facility records.
  • Coach-cancelled sessions may result in credits or makeup sessions.
  • Consistent absences may prompt a conversation about enrollment continuation.
caution

Monthly billing continues even if you miss sessions. If you will be away for an extended period, consider pausing your enrollment instead of accumulating absences.

Attendance Best Practices​

ForBest Practice
PlayersNotify the coach or admin in advance if you cannot attend, so your absence is marked as Excused instead of Absent
CoachesMark attendance during or immediately after each session for accuracy
AdminsReview attendance reports monthly to identify disengaged students and high-performing programs