Activity Management & Attendance Tracking

This guide provides a comprehensive workflow for community administrators and staff to manage community engagement, from creating and editing activities to real-time attendance tracking and waitlist management.

Table of Contents

1. Activity Creation & Management
2. Tracking Attendance (Web & Staff App)
3. Waitlist & Status Management
4. Analytics & Engagement Insights

1. Activity Creation & Management

The Activities cube is the central hub for organizing community events and managing how residents interact with your engagement schedule.

• Accessing the Interface: From the Back Office, navigate to Activities -> Items to view the full grid of community events.

  

• Editing Activities: Select an item from the list to update its details. If the activity is recurring, you must choose whether to edit only that specific instance or the entire series.

• Exceptions: An exception is a change to a single occurrence in a recurring activity series. Use exceptions when you want to adjust just one instance without disturbing the rest of the series (for example: cancel only next Thursday, move only the August 12 session to 3:00 PM, or use a different location for one date).
  • To create an exception:
    • Create the recurring activity first and set its repeat pattern. This becomes the default schedule for the series.
    • Open the specific occurrence you want to change, make your edit, and choose the option to apply the change to only that date/occurrence. The saved change becomes an exception to the series.
    • Users will be able to see the exception when they click into the details for that particular activity through the Activities Cube.

• Cloning: Use the Clone action to replicate an existing activity on a new date. This clears the attendee list while keeping all other event specifications, acting as a time-saving template.

• Activity Statuses:
  • Published: Visible to all residents.
  • Unpublished: Hidden from residents while staff make updates.
  • Canceled: Visible to residents but marked with a cancellation icon and note.
  • Archived: Hidden from view; events must be unpublished before they can be archived.

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2. Tracking Attendance (Web & Staff App)

Attendance can be logged in real-time using the iOS Staff App or managed after the event via the Back Office web panel.

• Staff App Workflow (iOS):
  • Open the Activities cube and select the event.

• Tap Take attendance. You can search for specific users or select from the "Suggested" list of residents who signed up.

• Mark residents as present or no-shows. Once saved, a green checkmark or red "X" will appear next to their names.
• Web Panel Workflow:

  • Navigate to ACTIVITIES Items and click on the Attending tab of a specific event.

    

  • Attendance tracking becomes available on the day of the activity and remains open for 14 days after it begins.

• Walk-ins (Drop-ins): Use the search bar within the attendance screen to find and add residents who did not pre-register for the event.

• Engagement Levels: While taking attendance, you can assign engagement levels (Active, Passive, or Inactive) to track the quality of resident participation.

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3. Waitlist & Status Management

When activities reach maximum capacity, the waitlist features ensure that open spots are filled fairly and efficiently.

• Waitlist Columns: The Activities Grid includes a Waitlist column showing the number of individuals waiting for a spot.

• Action Required Filter: Use this filter to identify activities where spots have opened up due to cancellations, allowing you to move residents from the waitlist to the attendee list.
• Notifications: Staff can receive email alerts when a spot becomes available in an overbooked activity, providing a direct link to manage the change.
• Attendee Notes: Staff can create internal notes (General, Incident, Fitness, etc.) during attendance tracking. These notes are saved to the resident's profile and are not visible to the resident.

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4. Analytics & Engagement Insights

Reporting metrics provide real-time visualizations of your community's engagement health.

• Key Visualizations:
  • Engagement vs. Disengagement: View the percentage of residents who have not participated in any activities within a specific timeframe to identify those at risk of isolation.
  • Attendance by Category: Breakdown participation by activity type (e.g., Physical, Intellectual, Social) to see which categories are most popular.
  • Participation Hours: Track the total number of hours residents and staff spend in various community engagements.
• Exporting Data: Attendance lists and engagement summaries can be exported to PDF for physical records or further analysis.

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