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Creating Invoice Profiles, STEP 1: Attendance Schedules
Creating Invoice Profiles, STEP 1: Attendance Schedules

How to create and manage attendance schedules

Julia Rose avatar
Written by Julia Rose
Updated over a week ago

Attendance Schedules

An Invoice profile requires an Attendance schedule. The Attendance schedule contains the possible days the children at your setting can attend.

To create Attendance Schedules, you'll need the 'Manage Financial and Occupancy Settings' permission enabled.

To set up a new Attendance Schedule:

  • Click Get Started, then Invoicing profiles (or Billing profiles if you're in the U.S.)

  • Click on the Attendance Schedules tab

  • Now click the New button and choose a title for this attendance schedule

  • You will now choose whether you want this to be Full year Attendance or just Specific dates, such as term-time only.

Full Year

If you select Full year, then click the Create button, your new attendance profile will appear in the Attendance Profiles tab, ready for you to use in an Invoice Profile.

Specific dates

If you select Specific Dates, the calendar will pop up for you to mark the days children are able to attend your setting, on this specific schedule. As shown below, you can create breaks in your schedule (to indicate a half-term holiday, for example), then continue with the schedule afterwards.
N.B. If you create your Specific Dates attendance schedule up to a set date (such as the end of the academic year), you will need to remember to log in and continue to add future dates (such as the following term dates, for example) so the system recognises that children are attending.

If you check your registers and suddenly see no children in your room overview for a future date, check that you have extended your Specific Dates attendance schedule to include the relevant dates.

​You do not need to create a new attendance schedule, simply continue with the one you're using.

  • When you're happy with your attendance schedule, click Create

Once you've completed this step, you can move onto...



Zero Invoices

Attendance schedules are key to the value shown on your invoices - Invoices will show at zero if your attendance schedule is blank (no days are selected). If you have invoices showing at 0 value, check that there is an up-to-date attendance schedule for that invoice profile.

Error message: "There is no attendance data available for the selected week"

You'll receive this error when your current attendance schedules have no dates selected for the period you're viewing. You don't need to make a new attendance profile. To fix this:

  • Click on the Get Started menu

  • Next click on Invoicing Profiles

  • Click on the Attendance Schedules tab

  • Here you can see the start and end dates of your attendance schedules

  • Click on the one you need to update

  • A new window will open that looks like a calendar. Here you can select new term dates:

Notification on your attendance schedules

You may notice an exclamation point on your Attendance Schedules tab. This indicates that one of your Specific Dates attendance schedules is about to expire and needs to be updated.

As above, you do not need to create a new attendance schedule simply:

  • Click on the attendance schedule indicated with the 'No attendance planned after...' message

  • The calendar will open, where you can extend the attendance dates.

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