Attendance

Building a class roster

Attendance starts from a class roster — the list of dancers who belong to a class. Open a class on the calendar and use 'Manage roster' to tick the students in it. Everyone already on the class appears there, plus anyone who booked a trial on it — uncheck a trial to take them off the class; they stay in the list so you can check them back on. Saving the roster never trims a trial's other dates: a dancer trying a whole series, or on pass dates they picked, keeps every remaining class they booked unless you uncheck them. The family's money is protected too: unchecking a trial the family has paid toward — in full or in part — never cancels the booking or touches the money. The save tells you which dancers stayed booked for that reason, and if a refund is owed you give it from Payments. An unpaid trial you uncheck is cancelled cleanly — its open bill and payment link are closed first so nothing can be charged afterwards — and if a save is ever interrupted partway, the message says how many trials already came off so saving again finishes the job, with nothing left half-done. For a recurring class the roster is shared across the whole series, so you set it once and it applies to every session; for a one-off class it applies to that single occurrence. The picker suggests students whose level matches the class to speed this up, with everyone else listed under 'Other students · any level'. Add a new trial with Add trial, not by ticking a student who has never booked this class. At studios that use calendar Join for weekly classes, Manage roster can also start a dancer on a date the class already met — a Start from picker covers the class's dates in the last 90 days, a 'Move …'s start' checkbox moves back a dancer who started later, and an 'Also bill the missed classes' choice bills them separately as catch-up tuition; the Families page of this guide covers how that works.

If your studio lets families claim class seats with their plan (set per plan on Tuition plans), claimed dancers join the roster for that single session wearing a Drop-in badge — including on the attendance checklist, where you mark them like anyone else. Plans can bill drop-ins as a weekly free allowance or as a paid per-class price (set per claimable class level on the plan); a paid claim holds the seat with an 'Awaiting payment' badge until the family finishes paying, and attendance can't be marked for it until the payment settles. Once it has, whether a drop-in is paid shows only to staff who see the family's money — instructors simply see the dancer holding the seat, with no payment details, though a family always sees its own. Manage roster covers the regular roster only, so drop-in dancers arrive unticked there: tick one and save to make them a regular member of the class, or leave them unticked and saving the roster removes that session's claim — except a drop-in the family has already paid for. That dancer keeps their paid seat on that date: the save still goes through, tells you the seat stayed, and refunding the drop-in from Payments is what clears it, so a family never loses a session they've paid for by a roster save. The dialog only mentions drop-ins when the session actually has claims.

Taking attendance

Open a class for the day and you will see its attendance checklist. Tap each rostered dancer as Present, Late, Excused, or Absent — a running 'present / total' count sits at the top. Marks save instantly and can be changed any time, and each session is recorded on its own, so a recurring class keeps a separate record per date. Each name on the checklist is also a shortcut: click a dancer's name on the web — or tap it in the app — and their family opens, students first, so following up on an absence never starts with a search.

Marks also come off as easily as they go on. Tap a dancer's highlighted status again to unmark them — they return to no mark at all, not to Absent. And once a session has any marks, a Clear all button appears ('Clear attendance' in the app): confirm, and every dancer on that session goes back to not marked. Clearing touches only that one session — the roster and every other date's records stay exactly as they were.

Practices take roll too

Practices — duo and trio sessions, competition group practices — get the same checklist as classes, with the same four marks. Open the practice on the calendar and its Attendance panel lists everyone signed up for that date: dancers with an approved booking, plus weekly regulars attending through a Join, wearing the same 'Every week' badge as the Signed up list. A booking still awaiting payment says so and can't be marked until the family pays.

There is no roster to manage on a practice — who can be marked simply follows the signups, and approving or cancelling them stays in the Signed up section. If a marked dancer's booking is later cancelled (or their weekly Join ends), the mark is not silently lost: the dancer stays on the checklist labeled 'No longer signed up', where the only action is removing the mark — keep it and it keeps counting in reports, or remove it and it is gone. On the web, a dancer's name on a practice checklist opens their family too, just as it does on a class.

The attendance report

The Attendance page gives you the studio-wide picture: every active student with their family, level, classes, total sessions, present / late / excused / absent counts, and an attendance rate. The rate counts present or late out of marked sessions — excused and absent both count against it — and the three cards up top (students, sessions marked, absences) follow whatever the table below is showing.

The report bends to the question you are asking. Search by student, family, or class; pick a date range — all time, the last 30 or 90 days, this month, this year, or your own from and to dates; look at classes and practices together, classes only, or practices only; and narrow to one level or one session. A filter picks out just the dancers worth a closer look — those with absences, those below 80%, or those never marked at all — and you can sort by name, rate, absences, or sessions in either direction to surface the dancers slipping through the cracks.

A dancer's full history

Click any dancer on the report to open their complete record: the present / late / excused / absent totals, their rate, and every class and practice that has ever been marked for them, newest first, each with its date and mark — practices wear a small Practice tag. Click a session to jump to it on the calendar — handy for following up on an absence or fixing a mark on the spot. When the report is filtered to a date range or session type, the history honors the same choices.

The same history is never far from a student's name: in the Students view of the roster, click the attendance column on any row (it reads View until a dancer has marks), or choose Attendance from the row's menu, to open the identical breakdown. It is inside Manage family too — the Students tab has an Attendance column with a View button on every dancer — so when a parent calls about attendance, the answer sits right next to the household's contacts and billing.

Ask Ida

Attendance answers to chat, too. Ask Ida who was in a class on a date and it reads that date's list — every dancer with their mark, drop-ins and trials included, and the seats filled and left. Ask for the bigger picture and it reads this page's report: present, late, excused, and absent counts over any of the report's date ranges, classes or practices, who misses the most, or one dancer's complete history, newest first. Every staff role gets the same numbers their own screens show, on the web and in the iPhone app alike — the Ida AI assistant page of this guide covers the assistant itself.

On the iPhone appiPhone app

Roll call works the same way on your phone: open the class from the Calendar tab and mark each rostered dancer — each name shows its current mark (or Not marked) right on the list, so you can see at a glance who is left. On a practice, tap Take attendance to open the same checklist for its signed-up dancers. The Attendance screen (under More) carries the full report wherever you are: the students, sessions, and absences totals up top, with the same search, date ranges, session-type choice, level and class choices, filters, and sorting as the web. Tap a dancer for their complete history, and tap any session in it to open it on the Calendar tab. Staff can also open a dancer's history from Families — every dancer's card has an Attendance button — and families land on Students on their family profile so the same Attendance button is one tap away.