Taking Attendance in Salesforce with the Attendance Tracker Contents To Access the Attendance Tracker... 2 Set up a Master Record for the Program Cycle... 3 Enrolling Participants... 4 To Add Individual Participants... 4 To Add a Group Participants... 6 Creating Session and Attendance Records... 8 To Take Attendance... 9 To Add a Participant after the Sessions have been created... 11 To Remove a Participant from Future Sessions... 14 To Drop a Student from the Program Cycle... 15 To change Course Sessions/Schedule... 16 Attendance Tracking... 18 To See Individual Class Attendance... 18 To See Overall Attendance for a Class... 18 To See Overall Attendance of a Student... 19 Page 1
To Access the Attendance Tracker Open the Attendance Tracking Tab - located in the upper right corner of your Salesforce instance. This will allow you to see the proper tabs. Page 2
Note: You must follow the instructions in this exact order for the Attendance Tracker to populate the records properly. Set up a Master Record for the Program Cycle Go to the Campaigns tab and click New and select the option Program Cycle from the pull-down menu 1. Name the Program Cycle (eg, Spring Program 2015 ) 2. Click Active 3. Select type Cohort 4. Use the lookup icon to find the contact record for the instructor (if applicable) 5. Select the start and end dates for the program cycle 6. Select the Schedule Frequency (eg, weekly, monthly) 7. Select which day of the week the sessions will occur on 8. Click Save Stef this should say Cohort Page 3
Enrolling Participants To Add Individual Participants Look up the contact name in the Search box and open the contact record Hover over Campaign History and click Add to Campaign 1. Drop down to choose All Campaigns 2. Type the name of the Campaign and click Go 3. Click on the Campaign (Note: Next time you look up campaigns, it will show up in your recent list) Page 4
4. Select Enrolled and Save Your enrolled record should look like this: Page 5
To Add a Group Participants To add participants in mass, you must have a way of calling upon the group (eg, from a specific school) Open the Campaign record and click on Manage Members Select Add Members-Search 1. Select Contacts 2. Select the field that will filter the records you want to add (eg, School Name, Operator= Equals, Value= the name of the School). 3. Click Go! (Note: If you want all the contacts, you cannot put a filter in and just click Go!) Page 6
4. Select the top line to select all of the records a. Note: you can expand to up to 200 records on the bottom 1-25 records b. You may also uncheck individual records that should not be added to the Campaign 5. Click on the Add with Status button and select Enrolled The added member records will look like this: Page 7
Creating Session and Attendance Records Once you have enrolled all of the participants for your Program Cycle, click on Schedule Session Records. This will create a record for each session and attendance records for each participant First, go to the Campaigns tab and select the name of your course. You will see the following screen: You will see this notification: If you hover over Sessions on the Campaign record, you will see that Sessions have been created with the dates as selected: Page 8
To Take Attendance Go to the Course/Session Calendar and click on the date of the session to take attendance for You will be brought to a page with the student names. Select the appropriate status Attended/Late/Did Not Attend The updates will be saved automatically Page 9
To access the Session record, click on the title The Session record will reflect the total students in each status and the attendance rates. You will also see the individual attendance records below. Page 10
To Add a Participant after the Sessions have been created Overview: You will need to update the Session record for when the participant joins, and reschedule all of the future sessions to include the new participant. Video: http://www.screencast.com/t/ejgqaee7 1. Select the Session when the participant will begin 2. Click on the Session title to access the Salesforce record Page 11
3. Click the button Add a Student 4. Click on the lookup icon to find the contact record and click Save Page 12
5. Make sure the checkbox for Do Not Create Prior to This Course (if not, click the Edit button and check the box and click Save ) 6. Click Schedule Future Courses Page 13
To Remove a Participant from Future Sessions 1. Go to the date when the student will no longer be attending and click on the Session record (same as above) 2. Click on the Course Name (as on the bottom of page 10) 3. Find the Attendance Record of the participant to remove and click Del (if it doesn t show up in the initial records, go to the full list at the bottom) 4. Salesforce will ask you Are You Sure? Click Yes. 5. Make sure the Do Not Create Prior to This Course Date is checked 6. Click on Schedule Future Courses Page 14
Note: If a student has dropped the Program Cycle, You will also need to unenroll student from the Master Campaign record in order to have the Retention Rate statistics reflect properly To Drop a Student from the Program Cycle Pull up the Master Record in Campaigns Find the Student under the Campaign Members section and click Edit Change the Status from Enrolled to Dropped and click Save Page 15
To change Course Sessions/Schedule Overview: This is a similar process to adding or removing participants; first go to the last Session record with the current schedule, update the schedule, and Video: http://www.screencast.com/t/bhjiqdo4hn 1. Follow the same steps above to get to the Session record that will be the last with the original schedule and click Edit 2. If you are changing the day of the week (eg, switching from Monday to Wednesday), uncheck Monday and check Wednesday 3. If you are changing the End Date (extending or shortening), just enter the new date in Schedule End Date If you are adding sessions to the end of the course, change the Start Date to the current End Date. 4. Click Save Page 16
5. Click Schedule Future Courses You will see the message Go back to the Session Calendar to see the changes reflected Page 17
Attendance Tracking To See Individual Class Attendance 1. Go to the Session Record 2. You will see the overall attendance rates and number is the Statistics section 3. You will see the individual Statuses for each student under the Attendance Records section To See Overall Attendance for a Class 1. Go to the Campaign that holds the Master Record for the Program Cycle 2. In the Statistics section, you will see overall Attendance and Retention Rate Page 18
Scroll down to the Sessions section to see Attendance rates by each Session To See Overall Attendance of a Student Look up the name of the student in the Search and go to their Contact Record You will see the Number of Classes Attended and overall Attendance Rate Page 19