Calendars & Attendance with Frontline Sync Maintenance

*Below is a detailed breakdown of the different components in the Calendar + Attendance module once the Frontline Task is up and running.* 

Attendance Staff Screens, Starting Balances & Rollover Rules

Existing Staff should have had their Starting Balances imported during the setup, if that has not been done yet please reach out to the Staff Management Helpdesk. 

After the initial import, when a new staff member is added to the district, they will first need to be assigned a Calendar on their Attendance - Calendars screen. their starting balances will need to be manually entered on their Attendance – Balances screen.

Once the staff have their Original Starting Balances, this module is meant to hold the data within Frontline; We do not recommend entering transactions here since they will be overwritten with the daily task that syncs the two platforms. 

If a transaction needs to be canceled or modified you will need to put the cancelation in through Frontline and resubmit the day and details for that staff member. Then it will carryover probably and adjust Staff Management. 

At the end of the school year there will be a Summer Rollover, during the rollover, the system looks at the rollover rules that were set up during implementation and gives them their new starting balances for the school year. If the district wants to review these rules, they can be found on the Setup - Calendars - Balance Codes - Balance Codes screen. Then select "Edit" for the rules you want to view. 

If your district has not submitted Attendance Rollover Rules or has any changes, please open a Support Ticket and send it to the Helpdesk. 

After the Summer Rollover when the Attendance rules are applied to the staff members, we will send over an article that details how to review the new starting balances as well as setting up the calendars for the new school year. If there are any issues, please reach out to the Helpdesk. 

*NOTE: When rolling over the calendars, the transactions for the new year will not sync until both Staff Management and Frontline are in the same school year. We will start booking appointments for this rollover in April but we highly recommend setting an appointment up with Frontline as soon as possible. 

Employee Portal Attendance Screens & Calendar Maintenance

The staff can view their calendars, balances, and any attendance documents they may need to upload to their Portal accounts under Attendance. Just ensure at least one of the Security Roles they are assigned has the Attendance screen included.  

They will be able to see their balances as well as an overview of the school year events that were entered during setup. If you hover over any of the colored squares on the calendar you can see what that day represents. 

They also have a Details screen which will show them a breakdown of when and how their days off were used as well as a Documents tab if the district wanted to use that for the staff to upload something like a doctor's note. 

If you do not want the staff to see all the balances that are currently listed in their portal you would go into Staff Management – Calendars – Calendars and go through the different calendars and check the ones you want them to view. Just remember to save before moving on to the next calendar.

If you need to add a new event day on the calendars you can go to the Month screen, click on the day you want to update, and fill out the popup. 

If you need to add a new event code at any point in the year, the Event Codes screen can be used to adjust add or modify.

The Attendance Codes screen will show you which Balance Codes are linked to which Attendance Codes. In our system, the Attendance code is the reason they are taking whereas the Balance Code is where the absence/transaction will be pulled from.

Changing a Calendar Mid-Year for a Staff Member

If a staff changes calendars in the middle of the year you will go to their Attendance – Calendars screen and press the “Add Calendar” button. Select the calendar from the dropdown.

Once the new calendar is added you will see a new button to make that the primary calendar. It will look like this.

The next step will be to transfer all the attendance transactions onto the new calendar. Toggle to the Attendance - Details screen, highlight all the days, and press the “Move Checked to Calendar” where you will select their new primary calendar

Reports

We also have a lot of different reports you can use in Staff Management on the Reports screen. You can run a search for the keyword “Attendance” or “Balance” and there will be a list of options with different fields of data to export to either PDF or Excel.

Along with the Reports we also have Search Results View which can be used on the Personnel – Staff – Search Staff screen and then exported to Excel. These Search Results can be customized but there is one imported into all districts for compensated absences called “Compensated Absences” that can be used.