There are two options for entering attendance in CAPS Online. You can enter attendance via the Daily Time Entry page or the Weekly Time Entry page.
Daily Time Entry
Once you've logged in to CAPS Online, click "Attendance," and "Daily Time Entry." Here, you will see the attendance records for all of the children in your care as well as empty boxes where you can enter First Time In and First Time Out attendance for the children. (See Image 5 for programs; image 5.1 for providers)
Image 5
Image 5.1
If a child is absent from your care on a certain day, click the check box to the right of the time entry boxes for "absence." Make sure that you mark children who are not in your care on any given day as "absent," and don't leave any days blank without an attendance entry.
If you have more than 10 children on your roster, you will want to adjust the number of records you are viewing by clicking on the number dropdown next to "Rows" on the right side of the screen above the "absence" column.
Once you have entered any time-in and time-out attendance, and you're ready to move on to another day, press "save," and when the pop-up box comes up, click "save." This does not submit your attendance for payment processing, but rather it saves it into your CAPS Online system for the day you entered.
Weekly Time Entry
Once you've logged in to CAPS Online, click "Attendance," and "Weekly Time Entry." On the screen displayed below (Image 5.2 - Programs; Image 5.3 - Providers), you'll see that you need to select "Attendance Month" on the left side of the screen and then select the "Attendance Month" of your choice on the right side of the screen. Once you have clicked "Search," the children's records will appear. To begin entering attendance for one particular child, click on the small calendar icon in the "Action" column next to the child's record that you want to enter attendance for.
Image 5.2
Image 5.3
Once you have selected the calendar icon for the child you would like to enter attendance for, the current week of the month will appear (Image 5.4). You will see four Time Entry boxes for each day. The top two boxes are for the child's 1st Time In and 1st Time Out. You should only use 2nd Time In and 2nd Time Out if the child left your care at some point in the day (for example, to go to a doctor's appointment) and returned later in the day.
Image 5.4
If a child is absent from your care on a certain day, click the check box underneath the time entry boxes for "absence." Make sure that you mark children who are not in your care on any given day as absent.
Once you have entered time-in and time-out attendance, and you're ready to move on to another week or child, press "save." When the pop-up box comes up asking you if you are sure you would like to save your changes, click "save." This does not submit your attendance for payment processing, but rather, it saves your attendance entries for the days that you entered.
To see how you can submit your monthly attendance for payment processing, please click here: Step 6: Submitting Attendance for Payment Processing.
For more information about entering attendance, check out the quick guides below:
Tracking attendance - Licensed & Legally-Exempt (Informal) Providers - English
Tracking attendance - Licensed & Legally-Exempt (Informal) Providers - Spanish
Tracking attendance - Center-Based Voucher Programs - English
Tracking attendance - Center-Based Voucher Programs - Spanish