Attendance Cards
Executive Summary
Attendance Cards prints the membership cards that day-centre clients use to check in on the Attendance Scanning screen. Registration staff start a report by choosing how to find the clients (a single client by name or by client UID, everyone with visits at a facility during a date range, or everyone with a service whose name contains some text), and the system builds a PDF of cards for the clients who are active in AlayaCare. Each card shows the agency logo and card label from the page settings, the client's name and a member number that the client scans or types at the kiosk. Every run is kept in a list with the number of cards produced, and its PDF can be downloaded again at any time.
Key Features
- Create cards for one client (found by name search or by client UID), for a facility and date range, or for a service
- Only clients who are active in AlayaCare get a card
- PDF is downloaded automatically when the run finishes and is kept on the job for later download
- Review earlier runs: who ran them, how the clients were selected, processing times and how many cards were included
- Set the membership card label and the agency logo in the page settings
Typical Workflow
- If you manage the page settings, open View Settings or Edit Settings and check the card label and the logo.
- Click Start A New Report.
- In Find Client(s) By choose how to find the clients, fill in the fields that appear, and click Save.
- Wait while the Processing Clients panel runs (it can be cancelled). The PDF downloads automatically.
- To print the cards again, click the Download PDF icon on the row, or right-click the row and choose Download PDF.
Report Output
The report is a PDF of attendance cards, generated from the attendance card label layout when the run finishes. It is downloaded automatically and also stored on the job, with the file name AttendanceCards_{date and time}.pdf (characters not allowed in file names are replaced by a dash). Use the Download PDF icon or the right-click Download PDF to retrieve it again.
Report Contents
| Content | How it is determined |
|---|---|
| Card label | The membership card label from the page settings. When it is blank, the label Membership Card is used. |
| Agency logo | The PNG logo from the page settings. The card has no logo when none is set. |
| Member name | The client's first and last name, followed by the last four digits of the client's main phone number in brackets. |
| Member number | The client's AlayaCare client number, an asterisk, and the last four characters of the client's AlayaCare ID (the whole ID when it is shorter than four characters). This is the number the client scans or types at the kiosk. |
Only clients whose status in AlayaCare is active get a card. If none of the selected clients is active, the warning "No Active Clients Found" appears and no PDF is created.
Configurable Settings
Open View Settings or Edit Settings from this screen (when permitted) to change these options. The dialog is titled Attendance Cards Settings.
| Group | Setting | Type | Purpose |
|---|---|---|---|
| General | Membership Card Label | Text | Label printed on the cards. |
| Logo | Logo | File (PNG) | Agency logo printed on the cards. Use Select A File, choose a .png file and save. The current logo is previewed beside the upload box. |
Available Permissions
The following permissions are available to be assigned to AlayaCare Roles:
| Attribute | What It Controls |
|---|---|
| View | Open the page |
| Settings View | Open View Settings |
| Settings Edit | Open Edit Settings and change the settings |
Main Grid
The grid lists every card run, newest first (14 rows per page).
| Column | Description |
|---|---|
| ID | Job number. |
| Added | Date and time the run was started, in the tenant time zone. |
| Added By | User who started the run. |
| Client Selection | How the clients were chosen: Facility: the facility name, Service: the service text entered, or Client: the client name and UID. |
| Processing Start / Processing End | When processing began and ended, in the tenant time zone. |
| Duration | Elapsed processing time. |
| Included | Number of cards in the PDF. |
| Manage Records | Download PDF icon. |
Actions
| Button | Description |
|---|---|
| Start A New Report | Opens the Start A New Report dialog. |
| View Settings / Edit Settings | Opens the settings dialog. Shown only with the Settings View or Settings Edit permission (Edit Settings when both are granted). |
| Download PDF (row icon, or right-click Download PDF) | Saves the stored PDF of the run. Nothing happens for a run that has no PDF. |
Dialog Components
Start A New Report
Opens from Start A New Report. Choose how to find the clients, fill in the fields that match, then click Save. Cancel closes the dialog without creating a run.
| Field | Purpose |
|---|---|
| Find Client(s) By | Client Name Autocomplete (the default), Client UID, Facility or Service. |
| Client | Shown for Client Name Autocomplete. Search for the client (type at least three characters). |
| Client UID | Shown for Client UID. The AlayaCare client number. |
| Facility | Shown for Facility. Search for the facility. |
| Choose a Range | Shown for Facility. The first and last day of the visits to look at. |
| Service Name Includes | Shown for Service. Part of the service name. |
Warnings that can appear on Save: "Please select a facility", "Please select a valid date range", "Please select a client", "Client UID not found", and "Client is not active. Status: ..." when the chosen client is not active.
Dependencies
The following tables must be configured for lookups on this view to work:
| Table | Description |
|---|---|
| Facilities | The chosen facility must exist here (with its time zone) when clients are found by facility; otherwise "Facility Not Found" appears. |
Processing Overviews
This section describes what happens after you confirm a processing action.
Start A New Report
After Save, the progress panel shows Processing Clients and can be cancelled while services are being downloaded.
- Finds the clients. For a name or UID search, the client is loaded from AlayaCare and must be active. For Facility, the facility's visits between the first and last day of the range (in the facility's time zone) are loaded from AlayaCare, cancelled and on-hold visits and availability entries are dropped, and each distinct client with a visit is taken, sorted by name. For Service, the active client services whose name includes the text are downloaded page by page and each distinct client is taken, sorted by name. The warnings "Service Name Required", "No Client Services Found" and "No Clients Found" stop the run.
- Creates the run in the list, with the user, the start time and how the clients were selected.
- Loads each client from AlayaCare. Clients who are not active are left out. For each active client a card is made with the member name (with the last four phone digits) and the member number.
- Builds the PDF from the card layout, using the card label and logo from the settings. Without any active client, no PDF is created.
- Stores the PDF on the run, records the end time, duration and the number of cards, then downloads the PDF.