When entering time-in and time-out attendance in CAPS Online for overnight hours, it might feel a little strange. This is because, in CAPS Online, you will be entering time-in and time-out over 2 days - the evening/PM time-in on one day, and the morning/AM time-out on the next day. Below is a breakdown of how to enter overnight time in CAPS Online. (Hint: using Weekly Time Entry is easiest when entering overnight hours because you will have all 4 time-in and time-out boxes available on the screen.)
For this example, suppose:
- A child arrives in your care at 5:30 pm on Monday and stays overnight until 4 am on Tuesday.
- The child then returns at 5:30 pm on Tuesday night and leaves at 4 am on Wednesday morning.
As seen in Image 1.1, you should enter the child's Monday PM hours from arrival until midnight in the first time-in and time-out boxes on Monday. Then, on Tuesday, enter the AM hours (from midnight to the time the child leaves in on Tuesday morning) as the first time-in and time-out.
For the Tuesday overnight hours, enter the Tuesday PM hours (from the time the child returns in the afternoon until midnight) as the second time-in and time-out. The rest of the child's stay (from midnight until 4am on Wednesday) should be entered in the first time-in/time-out boxes on Wednesday.
Image 1.1
Below, you'll see the specific breakdown of each time-in and time-out box when entering overnight time. To start, you will enter the child's PM arrival on Monday, with the first time-in being the time the child arrives (17:30 in this example), and the first time-out being 24:00 (midnight, ending that day), as shown in Image 1.2.
Image 1.2
In the first time in box on the following day (Tuesday in this example), enter 00:00, which is military time for 12:00am, which starts the morning hours. This is shown in Image 1.3.
Image 1.3
In the first time out box, enter the time the child leaves you in the morning. In the example in Image 1.4 below, this is 4:00am.
Image 1.4
In the second time in box, you will need to enter the time the child comes to you in the evening. In the example below in Image 1.5, this is 5:30pm (17:30).
Image 1.5
In the second time out box, you will need to enter 24:00 (midnight), which ends the day. This is shown below, in Image 1.6. As you can see, since the child stayed with you overnight two nights in a row, Tuesday starts and ends with midnight times.
Image 1.6
In Image 1.7 below, you'll see a full week of attendance entered with overnight hours.
In the example, the child was in care for the following times:
- Monday 5:30 pm (17:30) - Tuesday 4:00 am
- Tuesday 5:30 pm (17:30) - Wednesday 4:00 am
- Thursday 5:30 pm (17:30) - Friday 4:00 am
Image 1.7