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Querying Attendance Entries

The attendance query allows filtering by Starting Date, Ending Date, Min Length, Max Length, Job Number, Type, Category, and/or Sub-Category. If no filter is specified for the query, all attendance entries for the employee will be displayed. The figure below shows the results of a query filtered for attendances of type "Attendance." To generate new results after entering the desired filter(s), click the Filter Results button. To remove any filters that were entered, click the Reset button.

Example 6.1. Attendance Query Screen

Modifying an Attendance Entry

  • Note
  • For detailed descriptions of the attendance detail fields [click here ].

To modify an attendance entry from the Attendance Detail screen, click the "Modify" button located in the box labeled "Attendance Details" and the attendance screen will appear with fields that are now modifiable (See sample below). Once the desired changes have been made, click "Accept" to save the changes. To exit modify mode without saving any changes, click "Cancel" and the entry will return to its previous state.

Example 6.2. Attendance Edit Screen

Adding an Attendance Entry

  • Note
  • For detailed descriptions of the attendance detail fields [click here ].

To add an attendance entry from the Attendance Detail screen, click the "Add" button located in the box labeled "Attendance Details." A blank attendance screen will appear for the new attendance data to be entered (see sample below). Fields marked with a red dot are required fields. Once the data for the new attendance entry has been entered, click "Accept" to create the new entry. To exit add mode without creating the new entry, click "Cancel."

Example 6.3. Attendance Add Screen

Deleting an Attendance Entry

To delete an attendance entry from the Attendance Detail screen, click the "Delete" button located in the box labeled "Attendance Details." A pop-up box will appear asking to verify that the entry should be deleted. Click "Ok" within the pop-up box to complete the deletion or "Cancel" to cancel the deletion.

Example 6.4. Attendance Delete Screen

Posting an Attendance Entry to UPDCAL

When creating a new attendance record or modifying an existing attendance record, if you are permitted to post attendance records to UPDCAL for your district a Posting Mode selection box will be available to you. Depending on your privileges, you will have up to five options available: No Posting, Post Current, Post Future, Direct Post Current, and Direct Post Future. To post an attendance record to UPDCAL, select the appropriate posting mode from the drop-down.

Example 6.5. Attendance Posting Modes

After selecting the posting mode, when you add or modify an attendance record and click the 'Accept' button, if the record is eligible for posting to UPDCAL a table will display below the attendance record containing a summary of the UPDCAL record to be posted (see Example 6.6 and Example 6.8). Click the 'Post' button to post the record to UPDCAL. If you chose a direct posting mode option, the UPDCAL entry will be added to UPDCAL and you will remain on the Attendance screen (see Example 6.7). If you chose 'Post Current' or 'Post Future', you will be taken to the UPDCAL-CUR or UPDCAL-FUT screen to view the UPDCAL entry and then accept it (see Example 6.9). If you do not want to post the record to UPDCAL, click the 'Cancel' button and no record will be added to UPDCAL.

Example 6.6. Attendance Post to UPDCAL Summary (Direct posting)

Example 6.7. Attendance Post to UPDCAL Success (Direct Posting)

Example 6.8. Attendance Post to UPDCAL Summary (Non-direct posting)

Example 6.9. Attendance Post to UPDCAL - Post from UPDCAL screen

Using Attendance Quick Entry

To add multiple attendance entries simultaneously using the Attendance Quick Entry screen, click Quick Entry located within Attendance on the sidebar menu. A blank attendance screen allowing upto 16 rows of entries will appear for the new attendance data to be entered (see sample below). Fields marked with a red dot are required fields.

Example 6.10. Attendance Quick Entry Screen

Clicking the  located beside the 'Employee Id' field opens a search box which allows you to search for an employee by name, SSN, or Id (see below). After performing a search, to select an employee click the green checkmark located to the left of the employee's information and the 'Employee Id' field will be automatically populated. The binoculars icon located beside the 'Sub for Id' field functions in the same manner.

Example 6.11. Attendance Quick Entry Employee Search Popup Box

Clicking the binoculars located beside the Job Number field opens a job search box listing all of the active jobs associated with the preceding employee Id (see below). By default, only active jobs are listed, but you can use the drop-down box to select a different filter or no filter (to list all jobs). To select a specific job number, click the green arrow to the left of the job number.

  • Tip
  • If you type one or more characters of the employees last name in the Employee Id or the Substitute Id field and wait for just a moment the web application will return a list of employees whose names match the values you have typed. You can then select an employee by either arrowing down until the employee you want is highlighted and pressing enter, or clicking the employee you want to select using the mouse. The example below shows the results that were returned when "C" was typed in the employee ID field.

Example 6.12. Attendance Quick Entry Autocompletion Feature

Example 6.13. Attendance Quick Entry Job Search Popup Box

If you want to copy information from one row to another, first enter whatever data you wish to duplicate, then click the 'Copy this row' button  to the left of that row (see below).

Example 6.14. Attendance Quick Entry Copying a Row

After clicking the 'Copy this row' button  three new buttons will display on the lefthand side of the row. These are the 'Paste copied row' , the 'Paste copy to remaining rows' , and the 'Clear remaining rows' , buttons (see below). Click the 'Paste copied row' button to paste the copied data to one specific row. Click the 'Paste copy to remaining rows' button to paste the copied data beginning at that row and ending at the last row of the screen.

To clear only part of the screen, click the 'Clear Remaining Rows' button and only those entries from that point on down will be cleared. To clear all entered data, and return to the default data, click "Clear Screen."

Example 6.15. Attendance Quick Entry Pasting a Copied Row

Once the data for the new attendance entries has been entered, click "Add" to create the new entries. If any errors occur during the add, they will be listed beneath the affected entry. Those entries which are successfully added will be displayed in unmodifiable 'grayed out' boxes (see below). To allow leave balances to go negative, checkmark the "Allow Negative Leave Balances" box. Checking the "Allow Negative Leave Balances" box will allow leave balances to go negative for ALL entries included on the screen.

Example 6.16. Attendance Quick Entry Error Display

To exit add mode without creating the new entries, click "Exit" to return to the 'Employee Query' screen.

When adding an attendance record, if you are permitted to post attendance records to UPDCAL for your district a Posting Mode selection box will be available to you. Depending on your privileges, you will have up to three options available: No Posting, Direct Post Current, and Direct Post Future. To post an attendance record to UPDCAL, select the appropriate posting mode from the drop-down.

Example 6.17. Attendance Quick Entry Posting Modes

When you have entered the attendance records in the quick entry form and you click the Add button, the attendance records will be added. If any of the added attendance records are eligible for posting to UPDCAL, a Post To UPDCAL checkbox will appear next to the attendance record. To post a record to UPDCAL, click the checkbox next to the desired attendance record. To select all eligible records for posting to UPDCAL, click the checkbox under the Post To UPDCAL heading. Once the correct attendance records have been selected for posting, click the Post To UPDCAL button.

Example 6.18. Attendance Quick Entry - Record Selection for Posting to *UPDCAL

After you click the Post To UPDCAL button, a report of the selected entries will display. For each attendance record selected for posting to UPDCAL, a summary of the UPDCAL record that will be created is listed. To post the entries to UPDCAL, click the Post to UPDCAL-* button. Click Cancel to return to the attendance quick entry form.

Example 6.19. Attendance Quick Entry - UPDCAL Summary Report for Selected Attendance Records

Using Attendance Mass Add

The Attendance Mass Add screen allows multiple attendance records for the same employee to be created at the same time. To add attendance records, enter the attendance information in the attendance form. To select the dates for the attendance record to be added, click the Show Calendar button.

Example 6.20. Attendance Mass Add

Select the correct dates for the attendance records from the calendar. Click the Submit button to add the attendance record for each date selected.

Example 6.21. Attendance Mass Add Calendar

When adding attendance records, if you are permitted to post attendance records to UPDCAL for your district a Posting Mode selection box will be available to you. Depending on your privileges, you will have up to five options available: No Posting, Post Current, Post Future, Direct Post Current, and Direct Post Future. To post a record to UPDCAL for the added attendances, select the appropriate posting mode from the drop-down.

After selecting the posting mode, when you add the attendance records, if the records are eligible for posting to UPDCAL a table will display containing a summary of the UPDCAL record to be posted (see Example 6.22 and Example 6.24). Click the 'Post' button to post the record to UPDCAL. If you chose a direct posting mode option, the UPDCAL entry will be added to UPDCAL and you will remain on the Attendance screen (see Example 6.23). If you chose 'Post Current' or 'Post Future', you will be taken to the UPDCAL-CUR or UPDCAL-FUT screen to view the UPDCAL entry and then accept it (see Example 6.25). If you do not want to post the record to UPDCAL, click the 'Cancel' button and no record will be added to UPDCAL.

Example 6.22. Attendance Post to UPDCAL Summary (Direct posting)

Example 6.23. Attendance Post to UPDCAL Success (Direct Posting)

Example 6.24. Attendance Post to UPDCAL Summary (Non Direct Posting)

Example 6.25. Attendance Post to UPDCAL (Non Direct Posting)

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