ATTENDANCE MANAGEMENT SETTINGS

To begin the use of the Attendance Management Software you the Admin must do the following settings to be able to use the Attendance clocking app and the web app effectively.

  1. CREATE MEETING GROUP
  2. CREATE MEETING SUBGROUP
  3. ASSIGN MEETING GROUP
  4. CREATE MEETING
  5. SET MEETING TIME
  6. MEETING DAYS
  7. ATTENDANCE LOCATION SETTINGS
  8. GET GOOGLE LOCATION COORDINATES
  9. CLOCKING TIME (IN/ OUT)
  10. BREAK TIME (START/ END) (If only applicable)
  11. ATTENDANCE VISIBILITY

 

  1. CREATE MEETING GROUP: This feature allows you to create all the various groups within the organization
  2. CREATE MEETING SUBGROUP: This feature also allows you to create all the various subgroups under any of the groups within the organization
  3. ASSIGN MEETING GROUP: This feature enables you to select members and assign them to their respective meeting groups and subgroups if any.

 Click on Meeting Info to drop down the following two sub-menus settings:

  1. CREATE MEETING: Click on Create Meeting to open a page to create the names of the group meeting. Enter the name of the meeting and click on Create Meeting button to add to the list of Group Meetings. You will see the Meeting you created below the page with option to Set Up the meeting time from this page.
  2. SET MEETING TIME:From this page you can select the recurring meeting day or select the meeting date, then select the starting time, select closing time and select the meeting group or subgroup (if any). Click on the Setup Meeting button to submit the form.

 Meeting Days: This is where you set your general meeting days. Tick the days you meet and click on the Set Meeting Days button to submit.

Then after, complete the form for SET EXPECTED ATTENDANCE DAYS/ (PER MONTH). MEMBERS WHO FALL BELOW THIS NUMBER WILL BE DEEMED INACTIVE.

Explanation for setting expected attendance days:

If your organization meets on Mondays, Thursdays and Saturdays; it means you meet 3 time in a week. So in a month you meet 12 times for your general meetings/attendance (meeting which all are expected to attend).

You are to enter 12 in the space provided for Set Expected Attendance Days/ (per month) and click on Set Days to set it up. The system will calculate the total meetings expected of each member per a year. In the case of the example above, it will be 12 x 12 = 144 days.

Note: It is always advisable to set or enter the minimum expected number of attendance required of every member in a month if your organization is a church or an organization which does not penalize absentees. For example, if your organization meets 12 times in a month, you should not enter 12 as the baseline for measuring a member’s activeness.

 

This way, the system will use the minimum expected number of attendance per a month to measure the members’ attendance status whether active or inactive.

If the member’s attendance record falls below the minimum expected number of attendance per a month or year, the system will change the member’s attendance status to INACTIVE, and if the number of attendance recorded for the member falls exactly or above the minimum number of expected attendance, the system will change the member’s attendance status to ACTIVE.

 

 The following explains how to set the location coordinates of the meeting place for your organization. This is important because it is to ensure that no member cheats the system by clocking in when the he or she is not at the meeting place.

The location settings ensure that only members who are within the meeting premises can use the Akwaaba App to mark attendance. If you are not at the defined location of the meeting the android App will deny you access to clock In.

 

  1. HOW CAN I GENERATE THE LOCATION COORDINATES FOR MY ORGANIZATION?

Click on the google location icon on your smartphone. When the location app opens, you will see a blue spot in the google location map, zoom to the blue spot, use your finger to press at the blue spot, it will generate the longitude and the latitude values in the web address bar. The latitude is the positive value, example 5.714671 and the longitude is the negative value, example -0.013572.

After entering the latitude and longitude, you are also to specify the location radius within which the android app should allow the member to clock attendance. The radius must be in kilometers. Example 0.1 or 0.2

 

  1. CLOCKING TIME (IN/ OUT): This is where you can set the starting and closing time for your general meetings. Select the recurring meeting day or select the meeting date, then indicate the time the meeting starts and time the meeting closes

 

  1. BREAK TIME (START/ END): This feature is designed for admin to set the time staff must go on break and return from break. It is only applicable to companies/organizations that which to check the time their workers spend on break. When it is time for break, the app will prompt the staff to go on break and when break time is over, it will prompt the staff to return to work.

 

To make this feature visible on the staff to clock Start Break and End Break, Admin must select the visibility status to activate Start Break and End Break buttons on the Akwaaba App.

 

  1. ATTENDANCE VISIBILITY: This feature makes it possible for Admin to activate or deactivate the Attendance Clocking feature on the user’s web account. When the user logins via https://member.plusdatabase.com into his account, he will see the option to clock attendance.

This feature is designed for group specific meetings. For example, a Church may have meetings which require all members to attend, and there are meetings that are specific to just some groups within the church. Such group meetings may include Youth Meetings, Women’s Meeting, etc. To set up group meetings you need to do the following:

Click on Meeting Group/ Subgroup to set up the following:

  1. CREATE MEETING GROUP: This feature allows you to create all the various groups within the organization
  2. CREATE MEETING SUBGROUP: This feature also allows you to create all the various subgroups under any of the groups within the organization
  3. ASSIGN MEETING GROUP: This feature enables you to select members and assign them to their respective meeting groups and subgroups.

Note: Members within a particular meeting group will be notified when the meeting time is due and they can only see details of the meetings they have been assigned to on the mobile app.

  1. MEETING INFO: Click on Meeting Info to drop down the following two submenus:

 

CREATE MEETING: Click on Create Meeting to open a page to create the names of the group meetingEnter the name of the meeting and click on Create Meeting button to add to the list of Group Meetings. You will see the Meeting you created below the page with option to Set Up the meeting time from this page.

SET MEETING TIME:  From this page you can select the recurring meeting day or select the meeting date, then select the starting time, select closing time and select the meeting group or subgroup (if any). Click on the Setup Meeting button to submit the form.

  1. MEETING CLOCKING: Click on this menu to drop down the following sub-menus

 

This features is where Admin can mark member attendance; first select the meeting name and click on the filter button to preview the list of meeting members with option to filter by date gender and member to clock attendance.

 

Note: You must assign the meeting members to a specific meeting so that when you filter the meeting name, all members who are expected to attend that meeting will display for you to mark the attendance.

 

MEETING APPROVALS:

 This feature can also found under the General Meetings. The purpose of this feature is to enable admin to approve all attendance clock-Ins by users/members who clocked-In from their member web account instead of the Akwaaba App account.

Note:  The Akwaaba App attendance clocking checks the user’s location and device details as set by the admin in the system to allow a successful click-In.

The attendance clocking feature on the user’s web account via www.member.plusdatabase.com does not check user’s location and device details which makes it possible to clock-In even if you are not the premises of where the meeting is taking place.

It is to hold up all users who clock-In from the web account until admin has approved them before adding them to the attendees list that the Meeting Approval was designed so that nobody cheats the system.

This drops down two sub-menus, namely:

  1. Attendees: Attendees page displays  the list of members who have clocked-In as present at a group meeting . To display the list, select the meeting type/name and click on the filter button to preview the last meeting attendees.  Once you filter the meeting type/name, it display more options to select date, gender and member to filter the data. Note:  To filter the data, always select the date as the last thing before you click on the filter button. Below the attendees list, there is an option to copy a link (url) . The link is for public viewing of the filtered attendees. You can copy the link and share it with others on your group whatsapp pages. It also comes with option to download the filtered data in excel.
  1. Absentees: Absentees page enables you to view all members who were absent from a particular meeting by selecting the meeting type/name and click on the filter button to preview the last meeting absentees. It comes with options to filter by date, gender and member. Note:  To filter the data, always select the date as the last thing before you click on the filter button. Below the absentees list, there is an option to copy a link (url) . The link is for public viewing of the filtered absentees. You can copy the link and share it with others on your group whatsapp pages. It also comes with option to download the filtered data in excel.

This provides details of group meeting attendance records on members. To pull records, select the meeting name and click on the filter button to preview the current report.

Note: You can further filter the report by date, gender, and member and attendance status.

This feature is designed for meetings that require all members to attend. For example, a Church may have meeting days that all members are expected to attend.

Note: The Attendance Management System is designed to measure members’ activeness based on their frequency of attendance to general meeting.

The following are the sub-menus under General Meetings:

  1. Registration: The Attendance Management System is separated from the Membership Database System. Therefore if you sign up for Attendance Clocking Only account, then you will have to register your members on the system. But if you signed by for both Database & Attendance Accounts, then the members you have registered under Membership Database will automatically display on your attendance management system. There are two easy ways to register your members to use the Attendance Management System:
  2. New Registration: Here you can fill a simple form to register them members individually.
  3. Excel Registration: Here you can download an excel template and fill the columns as required on the excel form; name and save the excel file, and then attach the file. Click on the Upload Members Info button to register all the members at a go.
  4. Clocking Members: Here you can view all the registered members with option to filter the data by group or subgroups. You can also filter the data by gender and even download the file in excel or pdf.
  5. Attendance Clocking: Here it will drop down two sub-menus as follows:
  6. Attendance Clocking: Here Admin user can directly clock In or Clock Out attendance of all the members with option to see those marked by the members themselves using the Akwaaba App or the web app.

 Admin can also do mass clocking by ticking the boxes against the members and click on the Clock In Selected or Clock Out Selected buttons to clock all the members selected.

Again Admin can do post clocking; that is he can mark for somebody who was present at a previous meeting but was not marked as present by selecting the meeting date and select the member’s name to pull his details to clock in or clock out the member. Also, Admin can cancel attendance if the person was wrongly marked as present.

Excuse and Temperature Entries: Admin can enter any excuse given by the member for not being able to attend meeting and well as enter the temperature records of members where necessary.

The Attendance clocking page comes with several filtering options to pull different data and download in excel or pdf

  1. Attendance Approvals: As explained under Group Meetings; this feature is to enable admin approve all members who clocked in from their web member account instead of the Akwaaba App.

This drops down two sub-menus, namely:

  1. Attendees
  2. Absentees

 

  1. Attendees: Attendees page displays the list of members who have clocked-In as present at a General Attendance/Meeting. The pages display more options for you to select dates intervals, select meeting day, select gender and select member to filter the data.

Note:  To filter the data, always select the dates as the last thing before you click on the filter button. Below the attendees list, there is an option to copy a link (url). The link is for public viewing of the filtered attendees.

 You can copy the link and share it with others on your group WhatsApp pages. It also comes with option to download the filtered data in excel.

Note: this page may take a little while to open fully so exercise a little patience to allow the page to load.

  1. Absentees: Absentees page enables you to view all members who were absent from a particular General meeting. The page previews the last meeting absentees. It comes with the options to filter by date, gender and member and Meeting Day.

Note:  To filter the data, always select the date as the last thing before you click on the filter button. Below the absentees list, there is an option to copy a link (url).

The link is for public viewing of the filtered absentees. You can copy the link and share it with others on your group WhatsApp pages. It also comes with option to download the filtered data in excel.

Note: this page may take a little while to open fully so exercise a little patience to allow the page to load.

 This provides details of members’ attendance records for General Meetings. By default. The page previews attendance records of all the members with option to filter data by group, subgroup, gender, status etc and click on the filter button to pull a report. It has options to download the data in excel or view the data on full screen. Note: this page may take a little while to open fully so exercise a little patience to allow the page to load.

 This page provides more filtering options to pull attendance statistics on a particular meeting day about individual members, groups and subgroups. It has options to download the data in excel or view the data on full screen.

Note: this page may take a little while to open fully so exercise a little patience to allow the page to load.

 This page provides more filtering options to pull attendance records for a specified period indicating the total number of attendance recorded for each member as against monthly, quarterly or yearly expected number of attendance required of the member. It has options to download the data in excel or view the data on full screen.

Note: this page may take a little while to open fully so exercise a little patience to allow the page to load.