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. This step covers Daily Time Entry. If you want to see more information about Weekly Time Entry, please click here: Step 5b: Entering Attendance (Weekly Time Entry).
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 for one day at a time. (See Image 5 for programs; image 5.1 for providers)
Image 5 - Programs
- Select date - click here to change the date by picking it from the calendar that appears.
- Arrows - go to the previous or next date.
- Legend - this tells you which icon indicates each child's attendance status for the day.
- Filters - you can filter the records on the screen by age, level of care, or class/bus options. (Note: these filters only appear if you have more than 10 children enrolled)
- Select - this option allows you to copy/paste attendance.
- Action - clicking this will allow you to enter both 1st and 2nd time-in/time-out for one child at a time.
- Child Number - the ACS/HRA child case number associated with this child.
- Child Name - the child's name.
- Class/Bus (Programs only) - if entered in Placement Roster, the class/bus option will appear here.
- Age - the child's age.
- Case Name - the parent/guardian's name associated with this child's ACS/HRA case.
- LC - Level of Care (I - Infant; T - Toddler; P - Preschool; S - School Age).
- C/V - NYCPS Contract (C) or ACS/HRA Voucher (V) seat.
- Start Date - the child's start date as entered by ACS/HRA/NYCPS.
- End Date - the child's end date as entered by ACS/HRA/NYCPS.
- Time-In - the time that the child arrives in your care should be entered in this box. Start entering the time in each box, and select the correct time from the drop-down menu in 15-minute increments.
- Time-Out - the time that the child leaves your care should be entered in this box. Start entering the time in each box, and select the correct time from the drop-down menu in 15-minute increments.
- Absence - check this box if the child is absent (not attending) on a particular day.
- Rows - change the number of visible rows on the page (the default is 10; this can be changed in User Profile to default to 20, 30, 40, or 50).
Image 5.1 - Providers
- Select date - click here to change the date by picking it from the calendar that appears.
- Arrows - go to the previous or next date.
- Legend - this tells you which icon indicates each child's attendance status for the day.
- Filters - you can filter the records on the screen by age, level of care, or class/bus options. (Note: these filters only appear if you have more than 10 children enrolled)
- Select - this option allows you to copy/paste attendance.
- Action - clicking this will allow you to enter both 1st and 2nd time-in/time-out for one child at a time.
- Child Number - the ACS/HRA child case number associated with this child.
- Child Name - the child's name.
- Age - the child's age.
- Case Name - the parent/guardian's name associated with this child's ACS/HRA case.
- LC - Level of Care (I - Infant; T - Toddler; P - Preschool; S - School Age).
- C/V - NYCPS Contract (C) or ACS/HRA Voucher (V) seat.
- Start Date - the child's start date as entered by ACS/HRA/NYCPS.
- End Date - the child's end date as entered by ACS/HRA/NYCPS.
- Time-In - the time that the child arrives in your care should be entered in this box. Start entering the time in each box, and select the correct time from the drop-down menu in 15-minute increments.
- Time-Out - the time that the child leaves your care should be entered in this box. Start entering the time in each box, and select the correct time from the drop-down menu in 15-minute increments.
- Absence - check this box if the child is absent (not attending) on a particular day.
- Rows - change the number of visible rows on the page (the default is 10; this can be changed in User Profile to default to 20, 30, 40, or 50).
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.
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:
Entering & Submitting Attendance - Licensed & Legally-Exempt (Informal) Providers - English
Entering & Submitting Attendance - Center-Based Voucher Programs - English
Ingreso de la Asistencia - Programas de Vales Basados en Centros- Spanish