FAQ Number : T20                                       Latest Update: 10/07/08

Attendance Based Contribution

Attendance Based Contribution provides a better way of dealing with short codes that have varying contributions required from students, depending on how often they attend or use the short code.

The obvious examples of this are clubs which students pay to attend, such as Breakfast Club, After School Club, Holiday Club etc.

Using Attendance Based Contribution (ABC) involves two steps :

1. Setting Short Codes as ABC codes
2. Recording attendance

Setting Short Codes as ABC Codes

To set a short code as an ABC code, call it up in Account Maintenance and click on the Student box. Obviously, ABC can only be set up for accounts set up with Tracking by Individual.

Tick the box to the right of Contribution that says ABC. You will receive a message warning you that the Contribution figure will now be set to zero, as it needs to vary for each student.

 Select all students who attend the club or who are likely to be involved in the usual way.

Recording Attendance

To record attendance and generate reports, use the ABC menu in the top left of the screen.

This pops up the following screen.

Select the Short Code in the top left, and a list of students associated with the code appears on the right hand side.

Enter the cost per session for this code in the appropriate box.

Now, we can enter attendance.

Use the calendar to find the correct dates to enter attendance for. This can be back dated to enter past attendance.

When you select a date, the working week Monday – Friday appears.

Now, identify which days each student has attended. This can be done in 3 ways :

·                Individual daily attendance

·                Individual weekly attendance

·                All student daily entry

Individual Daily Attendance

To indicate that Benjamin Baker has attended Monday and Wednesday of this week, CLICK on the box for Monday and Wednesday changing the cross X to a tick ü

Individual Weekly Attendance

To indicate that Elizabeth Bennet has attended every day this week, click on the ALL button to the right of the row, which will turn all crosses to ticks. (Individual ticks can be turned back to crosses by clicking)

All Student Daily Attendance

To indicate that everyone attended on a given day, click on the Day of Week letter at the top of the column. (Individuals can be deselected by clicking)

To close the attendance register, click on the cross in the top right hand corner of the screen.

If you now look at any student, you will see that their Contribution reflects that attendance entered for them.

ABC Reporting

Print Register

This report provides a paper register for all students associated with the short code.

Attendance Record

This gives a historical record of attendance, and amounts owing for that attendance.

First, select Short Code and then select Student and date range.

Monies Due

This report gives a Debtors list of all who still owe money for a Short Code. You can enter a lower limit for this report.

Letters

This allows you to send user-defined, personalised letters to students/ parents of students associated with a Short Code.

A standard debtor letter comes built in, which can be amended as required, by changing the wording in the appropriate boxes.

Your changes can be saved for subsequent use by clicking the SAVE button at the bottom of the screen.

Alternatively, completely different letters can be written by amending the text boxes.

The two boxes at the bottom left allow additional information to be printed on the bottom of the letters sent, either :

ie show an attendance record for the student on the letter

ie show a list of moneys received from student.