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Attendance | How to Track Attendance for an Activity (on the Web)

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Cubigo
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You can track attendance for activities directly on the Cubigo platform using your desktop or laptop. If you're interested in how to track attendance on your iPhone or iPad through the Cubigo Staff app, please click here. 

Attendance Tracking

  1. Log in to the Cubigo platform and access the Back Office Panel.
  2. Click on Activities, then select Items.

Activites - Items.png

This will open the Activities Items Grid, where each activity is listed in individual rows.

Activities Grid.png

Filtering Activities

At the top of the screen, you'll find these filtering options:

  • Calendars: Filter activities by the different calendars set up for your community.
  • Dimensions: Further refine your view using dimension filters.
  • Dates: Focus on a specific date range.

Activity Filters.png

Important Notes:

  • Attendance tracking is available starting on the day of the activity and remains accessible for 14 days after the activity begins.
  • During this 14-day window, you can manage attendance for residents participating in specific activities.

Viewing Attendee Details

To see an overview of attendees for an activity:

  1. Locate the Attending column in the grid.
  2. Click on the blue people icon indicating the number of residents who have Signed up or marked themselves as Going.

Attending.png

This will redirect you to a detailed page for that specific activity, displaying attendee information.

Attendee Details.png

Activity Details and Attendee Breakdown

At the top of the detailed activity page, you’ll see:

  • The title of the activity.
  • Its current status: Published, Unpublished, Canceled, or Archived.

Activity Info.png

The attendee details are presented in a grid with the following columns:

  • Client: Displays the attendee's name and user role.
  • Contact: Lists their residence (if a resident) and relevant phone numbers.
  • Challenges: Highlights any challenges noted in their profile.
  • Request: Shows the date and time they Signed up or marked themselves as Going.
  • Tracking: Indicates whether the resident attended the activity or was a no-show. This information is updated after attendance is taken.
  • Engagement: Reflects the level of engagement recorded during attendance tracking. Options include:
    • Inactive
    • Passive
    • Active (default)

Tracking & Engagement.png

The engagement level helps you assess participant involvement in your activities and is captured for later review in activity metrics.

Adding Notes to Attendees

You can add notes about attendees while taking attendance. These notes will:

  • Appear in the Notes column (indicated by an icon) in the grid.
  • Be saved in the Notes Table within the attendee's profile for future reference.

Create note.png

 

Taking Attendance for an Activity

Once you're ready to take attendance for a selected activity, follow these steps:

  1. Access the Attendance Pane
    Navigate to the Take Attendance button located in the top-right corner of the activity you selected. Clicking this button will open a side pane.

Take Attendance.png

Take attendance side pane.png

  1. Filter and Search Attendees

    • At the top of the side pane, you'll see a dropdown menu that defaults to 4 roles selected. This automatically filters residents by levels of care: IL, AL, MC, and SNF.

Select Roles.png 

      • You can customize who you see on the list by selecting or deselecting any level of care or including additional user roles, such as Contacts or Team Members.
      • Below this dropdown, there's a Search Name field. Use this to find and add residents who are not listed as Signed up or Going. Residents added this way will appear in the list with Drop in status.

Drop in.png

  1. Mark Attendance and Engagement

    • Select attendees by clicking the checkbox next to their names.
    • Use the Choose dropdown menu to assign their engagement level: Active, Passive, or Inactive.

Engagement.png

  1. Finalize Attendance

    • Once you've marked attendance, click Continue.

Continue.png

    • If all attendees were present, a confirmation screen will appear with the message "Nobody missing!". Click Done to save and move on to your next task.

Nobody missing!.png 

  • If some attendees were absent, a new page will display a list of those marked as no-shows. You can:
    • Select a reason for their absence using the Choose dropdown menu.
    • Provide additional details in the accompanying text box.

No show.png

Tip: Use the Back button if you missed someone and need to add them to the attendance list.

 

Attendance List

Once you've successfully finished taking attendance, the grid should look similar to this: 

Attendance Tracked.png

Updating Attendance
After completing the process, the Take Attendance button will change to Change Attendance. Use this option to:

    • Modify the attendee list.
    • Update engagement levels.
    • Make other necessary changes.

Change attendance.png

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