Facility Activity Attendance

Executive Summary

Facility Activity Attendance records which clients attended a facility's scheduled activities on a service day, and writes that attendance to AlayaCare. Staff choose a service date and facility, and the screen builds a row of session time buttons from the facility's activity schedule for that day. Selecting a session shows the clients who have a visit for that activity. Staff can record attendance for the selected clients in one step: the visit is assigned to the attendance employee, clocked in, and clocked out, so it is saved as a completed session. Clients who are not yet on the list can be added individually or from the facility's active service list, and visits can be deleted or cancelled when permitted.

Key Features

Pick a service date and facility (optionally restricted by group) and see the day's activity sessions as time buttons
View the clients booked into the selected session with their visit status
Record attendance for several clients at once, which clocks each visit in and then out in AlayaCare
Choose whether the clock-in and clock-out use the scheduled visit times or the actual time
Add an individual client to the session, with the visit created and attendance recorded immediately, and the session's default intervention completed when one is set up
Add clients in bulk from the facility's active service list
Delete or cancel visits (with a cancel code), individually or several at a time, when permitted
Optionally write an audit note on each visit that is clocked in or out
Configure page size, the clock times to use, the attendance employee, group enforcement, and visit-update overrides in the page settings

Typical Workflow

Select the Branch (and Groups when group selection is required), the Service Date, and the facility. Click Apply.
Choose who the attendance and new visits are recorded under in Employee To Use For New Visits (when it can be changed).
Click a session time button to show that session's clients.
Check the clients who attended and click Record Attendance Selected.
Add clients who are missing with Add Individual Client or Add From Service List.
Click Clear to start again with another facility or date.

Configurable Settings

Open View Settings or Edit Settings from this screen (when permitted) to change these options. The button appears once the page has loaded.

Group	Setting	Type	Purpose
General	Number Of Items Per Page	Dropdown	Number of rows per page in the client list. Defaults to 14.
General	Clock In/Out Time To Use	Dropdown (Visit Time, Actual)	Visit Time clocks in and out at the visit's scheduled start and end. Actual uses the time of the action. Visit Time is used when nothing is set.
General	Clock In/Out Use Logged In Employee	Yes/No	When on, attendance is recorded under the logged-in AlayaCare user and Employee To Use For New Visits is shown read-only. When off, an employee must be chosen on the page.
General	Preserve assigned employee if not vacant	Yes/No	After attendance is recorded, puts back the employee who was originally assigned to the visit (when it was not the vacant visit employee).
General	Write Audit Visit Note	Yes/No	Adds a note to the visit when it is clocked in or out.
General	Clock In/Out Current Date Only	Yes/No	Fixes the Service Date to today and prevents it from being changed.
General	Enforce Group Selection	Yes/No	Shows the Groups selector and limits the facilities and clients to the selected groups.
Update Visit Overrides	Overlapping Visits	Yes/No	Allows visit changes that overlap another visit.
Update Visit Overrides	Service Instructions	Yes/No	Bypasses the AlayaCare service-instructions validation.
Update Visit Overrides	Reason Code	Yes/No	Bypasses the AlayaCare reason-code validation.
Update Visit Overrides	Locked Visit	Yes/No	Allows changes to a locked visit.
Update Visit Overrides	Blocked Employee	Yes/No	Allows an employee who is blocked for the client or service to be assigned.
Update Visit Overrides	Unavailable Employee	Yes/No	Allows an employee who is unavailable at that time to be assigned.
Update Visit Overrides	Blocked Facility	Yes/No	Allows a facility that is blocked for scheduling.
Update Visit Overrides	Authorization	Yes/No	Bypasses AlayaCare authorization checks.

The overrides apply whenever the screen creates a visit or assigns the attendance employee to a visit. The reason-code override is always applied when a visit is created.

Available Permissions

The following permissions are available to be assigned to AlayaCare Roles:

Attribute	What It Controls
View	Open the page
All Branches	Allows All Branches to be chosen in the Branch selector
All Groups	Allows the Groups selection to be changed and clients to be searched across the selected groups
Add Client	Show Add Individual Client
Add From Service List	Show Add From Service List
Delete	Show Delete Selected
Cancel	Show Cancel Selected (also requires cancel codes to be available in AlayaCare for your user)
Settings View	Open View Settings to see the page configuration
Settings Edit	Open Edit Settings and change the page configuration

Main Grid

The grid is hidden until Apply has loaded the day. It lists the visits of the selected session (the visits at the facility with the session's service code and start and end time), sorted by client name, under an All Clients tab. Cancelled visits are not shown. Each row has a check box.

Column	Description
Client	Client last name, first name, with the phone number partly masked.
Service Code	Service code of the visit.
Service	Name of the client's service.
Status	Blank when no attendance has been recorded, Clocked In when the visit has an open work session, or Clocked Out when it has a closed one.
Employee	Employee assigned to the visit.

Main Grid Filters

Filter	Purpose
Groups	Shown only when Enforce Group Selection is on. Limits the facilities and clients to the chosen groups. Defaults to your own groups and can be changed only with the All Groups permission.
Branch	Branch used to find facilities. Locked after Apply.
Service Date	Day to record attendance for. Locked after Apply, and fixed to today when Clock In/Out Current Date Only is on.
Facility	Facility whose sessions are loaded. Locked after Apply.
Employee To Use For New Visits	Shown after Apply. A search box when the employee can be changed, otherwise a read-only box with the logged-in user's name.
Session Times	One button per session time. Select a button to show that session's clients. The button shows the activity name and the start and end time.

Click Apply to load the day. Use Clear to reset the filters and the list. A warning is shown if no facility is selected, if the facility has no activities on that day ("No Activities Found For This Day and Facility"), or if no clients are found ("No Clients found for facility").

Actions

Button	Description
Apply	Loads the day's sessions and visits for the facility.
Clear	Resets the filters and empties the list.
Record Attendance Selected	Records attendance for the checked clients. Enabled when at least one row is checked.
Delete Selected	Deletes the checked visits. Shown only with the Delete permission.
Cancel Selected	Cancels the checked visits after you pick a cancel code. Shown only with the Cancel permission and when cancel codes are available.
Add From Service List	Opens the Add From Service dialog. Shown only with the Add From Service List permission and when the day has sessions.
Add Individual Client	Opens the Add Client dialog. Shown only with the Add Client permission and when the day has sessions.
Record Attendance (right-click a row)	Records attendance for that client. Shown for visits with no attendance recorded.
Delete (right-click a row)	Deletes that visit after confirmation. Shown for visits with no attendance recorded.
Cancel (right-click a row)	Cancels that visit after confirmation and a cancel code. A visit that has been clocked in or out cannot be cancelled ("Client cannot be cancelled").
Record Attendance Selected, Delete Selected, Cancel Selected (right-click)	The same actions for the checked rows.
View Settings	Opens the page settings in read-only mode (when settings view is permitted).
Edit Settings	Opens the page settings for editing (when settings edit is permitted).

Dialog Components

Add Client

Opens from Add Individual Client. An employee must be chosen first ("Please select an employee"). Search for the client (at least three characters), then choose one of the client's active services. If the session has a default service name, that service is selected automatically when the client has it. When group selection is on, the client must belong to one of the selected groups, otherwise "Client is not part of any of the selected groups" is shown and no services are offered. Click Ok to add the client, or Cancel to close. A warning is shown if no service is chosen, or if the client already has a visit for that service in the session ("Client already exists with this service").

Add From Service

Opens from Add From Service List. An employee must be chosen first. A "Finding Services" panel is shown while the facility's active client services are loaded. The list contains active services tagged with the facility name (and limited to the selected groups), leaving out clients who already have a visit for the session's service code. A warning "No Clients/Services Found" is shown when none remain.

Column	Description
Check box	Select the clients to add.
Client	Client name, with a masked phone number when the same name appears more than once.
Service	Name of the client's service.
Start Date	Start date of the service.

Filters: Last Name Includes and First Name Includes, with Apply Filter and Clear.

Buttons: Record Attendance For Selected Clients creates the visits and records attendance for the checked clients (a warning "Please select at least one client" is shown if none are checked). Cancel closes the dialog.

Cancel Code

Opens when cancelling visits. Choose a code in Select A Cancel Code and click Ok ("Please select a code" is shown if none is chosen).

Clients Not Deleted

Opens after Delete Selected if some visits could not be deleted.

Column	Description
Name	Client name.
Service	Service code.
Status	Clocked In or Clocked Out when applicable.
Service Instructions	Service instructions of the visit.

Click Close to dismiss.

Dependencies

The following tables must be configured for lookups on this view to work:

Table	Description
Branches	Branches offered in the Branch selector.
Cancel Codes	Cancel codes offered when cancelling a visit.
Facilities	Facilities offered in the facility search (limited by branch and groups), and each facility's time zone.
Facility Activities	The facility's activity schedule. Each weekly activity that falls on the service date becomes a session time button, and supplies the service code, times, tags, default service name, and default intervention. Activities without a service code are ignored.
Groups	Facility groups offered in Groups.
Service Codes	Each activity's service code must exist here, otherwise the activity is skipped.

Processing Overviews

This section describes what happens after you confirm a processing action.

Apply

Requires a facility.
Records the action in the action log and signs in to AlayaCare.
Finds the facility's activities that run on the service date. Only weekly activities that repeat on that weekday (and have not ended) create a session button; each activity's service code must be set up. The first session is selected automatically.
Loads the facility's visits for the service day from AlayaCare, using the facility's time zone, ignoring cancelled visits. For each visit it loads the visit details and its work sessions to decide whether the visit is clocked in or out. A progress panel shows the number of clients processed.
Lists the visits that match the selected session's service code and times.

Record Attendance Selected (and right-click Record Attendance)

Requires an employee. Only visits with no attendance yet are processed; visits already clocked in or out are skipped and counted as not recorded.
Stops for that visit if the attendance employee already has an open work session for the same client and service ("Employee already has open session on visit ...").
Assigns the attendance employee to the visit, using the configured visit overrides. If AlayaCare rejects the change, a warning is shown and the visit is skipped.
Clocks the visit in, at the visit's scheduled start or at the moment of the action, depending on Clock In/Out Time To Use. When the scheduled start is used, the work-session start time is then corrected to it. If AlayaCare rejects the clock-in, the reason is shown in the progress panel.
If Write Audit Visit Note is on, adds a note "Clocked in by ACIntegration" with your email and the time.
Immediately clocks the visit out, at the scheduled end or at the moment of the action, and adds a "Clocked out by ACIntegration" note when audit notes are on.
If Preserve assigned employee is on and the visit had a different non-vacant employee, puts that employee back on the visit.
Shows "Client Attendance Recorded", or a warning "At least one visit was already clocked in or out" when any visit could not be recorded.

Ok (Add Client)

Requires a service that the client does not already have in the session.
Creates a visit for the client at the session's date and times, with the session's service code, the chosen employee, the facility, the activity's tags, and the visit overrides. If AlayaCare rejects it, "Error adding client" with the reason is shown.
Adds the client to the list and logs the action.
Clocks the new visit in under the logged-in AlayaCare user, at the scheduled start or actual time.
If the session's activity has a default intervention: finds it on the visit (or, if missing, on the client's active care plan) and marks it done with a comment "completed:" followed by your email. If the visit does not already have the intervention and the care plan does not offer it, it is not added.
Clocks the visit out at the scheduled end or actual time, shows "Clockout Failed" if AlayaCare rejects it, and reloads the list.

Record Attendance For Selected Clients (Add From Service)

Requires at least one client to be checked.
For each checked client, creates a visit at the session's date and times with the session's service code, the chosen employee, the facility, and the visit overrides (the activity's tags are not added).
Adds the new visit to the list and records attendance on it, using the same assign, clock-in, and clock-out steps as Record Attendance Selected. If attendance cannot be recorded, "Client ... added but attendance not recorded" is shown.
A visit that AlayaCare rejects shows "Error adding client". Actions are logged.

Delete Selected / Delete

Asks for confirmation.
Deletes each visit in AlayaCare (single deletes only apply to visits with no attendance recorded).
Removes deleted visits from the list. Visits that could not be deleted are listed in Clients Not Deleted.

Cancel Selected / Cancel

Asks for confirmation and a cancel code.
Cancels each visit in AlayaCare with that code and removes it from the list.
Shows "Client cancelled" / "Clients cancelled", or an error message. Actions are logged.