Taking & Confirming Attendance

Taking and confirming attendance is important to your business for several reasons:

• It deducts the accurate amount of visits from clients' passes and plans for use in your services.
• It ensures that client profiles show their correct visit history, which is important for prerequisites and progressive learning.
• It keeps the visit counts accurate in your Pike13 business reports.
• If using the payroll functionality, it provides accurate payroll information and ensures staff are paid correctly.

Taking attendance in Pike13 requires two actions of the instructor, each of which has multiple effects on your staff, payroll, and business:

• Confirm each client's attendance
• Shows that the client has completed a visit in their full visit history in their client profile (in Past Visits
• Shows that the client has completed a visit in the client's plan or pass (on the Visits tab of the plan, or pass)
• Pays the instructor for visits marked as complete, late canceled, or No Show, based on any tiered bonuses or headcount pay that is included in the pay rate
• Keeps visit counts accurate in your Pike13 reports
• Confirm the roster of attendees
• Records the roster in payroll so that each instructor is paid based on their individual pay rate in your set pay periods when you run payroll
• Locks in pay rates based on confirmed attendance for the service Tip Change locked-in pay rates by deleting the pay period, resetting attendance for individual clients, charging for any No Shows or cancellations, making any necessary adjustments, and then adding the pay period back and running payroll again.

If clients haven't checked themselves into a class or course that they've enrolled in, purchased in advance, or signed in at the Client Kiosk for, the instructor needs to confirm each client's attendance. If clients have checked themselves in already, the instructor only needs to confirm the roster of attendees.

As part of taking attendance, the instructor can see which clients have unpaid bills, failed payments, incorrect email addresses (or emails that have bounced), or unsigned waivers, and the staff member can reconcile the accounts if they choose.

Taking attendance for a class

1. At the top of any Pike13 page, choose Schedule, and then select the class that you want to check clients into.
2. On this page, click Choose Clients to Sign In, and then select the names of each of the clients you want to check-in. On the Choose Clients page, regularly attending clients are listed separately from those already signed in and all other clients. To find any name quickly, enter the name in the search box.
3. On the class page, clients who are on the roster but not yet confirmed are listed as Enrolled above those listed as Unpaid, and both of these groups are listed above those who have paid, listed as Complete. In the class roster, do any of the following:

• To remove a client from the class roster, click the More Options button , select Remove [Name] from the roster, and then click OK.
• To reconcile unpaid accounts by selling a plan or pass for the class, click the More Options button , and then Charge for this visit. Select the pass or plan and proceed through checkout.
• To deduct the visit from a different plan or pass than the one they chose, click the More Options button , and then click Confirm [client’s name]’s attendance using a different pass or plan.
• To mark a client absent, click the More Options button , and then select No Show or Late Cancel. If you wish to charge for the No Show or Late Cancellation, you must do that separately by again selecting the More Options button , clicking Charge for No Show or Late Cancel, and then choosing a cancellation fee or to deduct a visit.
• To have a client accept their terms and conditions, click the notification telling how many enrollees haven’t accepted the terms and conditions to identify them, click the gear button for each client who needs to accept the terms and conditions, select Accept terms and conditions for [name of pass or plan], and then on the Accept terms and conditions page, click the appropriate acceptance option.
  

  

• When staff has completed taking attendance and no further changes will need to be made, they can click Confirm Attendance.

Taking attendance for an Appointment

1. At the top of any Pike13 page, select Schedule, and then click the appointment that you want to take attendance for.
2. Click the green check mark to check the enrolled client as attended. If the client has already purchased an applicable pass or plan to cover their visit, this visit will be deducted automatically from this pass or plan and attendance will be automatically confirmed.
3. Only one client can sign up for an appointment but staff can choose to add more clients. To add more clients to the appointment roster, choose Clients to Sign In, and then click the names of each of the clients you wish to add.
4. On the appointment page, do any of the following:

• To reconcile unpaid accounts by selling a plan or pass for an appointment, click the More Options button , and then Charge for this visit. Select the pass or plan and proceed through checkout.
• To confirm the client’s attendance but deduct the visit from a different plan or pass than the one they chose, click the More Options button , and then select Confirm [client’s name]’s attendance using a different pass or plan.
• To mark a client absent, click the More Options button , and then click No Show or Late Cancel. Marking a client absent doesn't automatically apply the cost of the appointment nor a cancellation fee to the client's account. You must do that separately by again clicking the More Options button , clicking Charge for No Show or Late Cancel, and then choose charge cancellation fee or a deduct a visit.
• To remove a client from the appointment roster, click the More Options button , click Remove [Name] from the roster, and then click OK.
• To have a client accept their terms and conditions, click the notification telling how many enrollees haven’t accepted the terms and conditions to identify them, click the gear button for each client who needs to accept the terms and conditions, click Accept terms and conditions for [name of pass or plan], and then on the Accept terms and conditions page, click the appropriate acceptance option.
  

  

Taking attendance for a course session

1. At the top of any Pike13 page, select Schedule, and then click the course session that you want to check clients into.
2. On this page, go to the course roster and click on the green check mark for each client that has attended this course session. All clients will have paid for the course sessions since clients must pay the course fee upfront prior to enrolling in the course.
3. To mark a client absent, click the More Options button , and then choose No Show.
4. To confirm the roster, click Confirm Attendance.