Community Contributions > General Discussion

Snow Day Attendance

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tholgate:
Note: This post is applicable in the Legacy database as well as in the Cloud database's Windows App.

How does everyone enter a cancellation date (in our case due to snow)?  Do you just use the tool "Excuse all Club and SS absences for Club date chosen?" 

Thank you!

Mainah:
In our case, we canceled, but created a make-up date the following week because it was our slam bang finish Merry Christmas club.  So, I eliminated the snow-day club date from the calendar, and adding a new date.

In your case, yeah, I'd probably use the excuse feature.   Quick easy and creates the result you need.

Rick Leffler:
If you have a snow day which results in everyone being absent, and you don't want the absences to interfere with Attendance Award calculations, you have two choices:

   1. You can delete that particular club date entirely. To do so, go to Admin > Club Setup > Club Calendars and use the "Add or Delete Dates" button in the toolbar.  This will remove the specified date and renumber all the weeks.

   2. You can excuse all of the absences. To do so , click the Action button (or right click in the grid) and then click Excuse > "Excuse the Club and SS Absences for all members for this week".

Personally, I favor deleting the entire club date so that other statistics like attendance averages aren't affected. Also, you won't have blank or zero values on some of the reports which could cause a little confusion down the road and make you wonder why there's no data showing for a given week.

Sherri:
To keep accurate records & to not get confused later about why your church chose to skip a week in September (for example), it may be worth considering a "Canceled" flag on a club calendar date.  Instead of totally deleting the date, we would then just mark it as canceled.  Then reports & attendance awards would need to ignore weeks marked as Canceled.

Not sure how much impact this would have throughout code though & if it would be worth it...

Rick Leffler:
If we used a "Cancelled" flag, we'd also need to set the interface components on the Check-in grids, the Attendance grid of the Member form, and the Handbook sections grid of the member form to put them in a read-only mode so users wouldn't accidentally add data for any week that was cancelled.  This is do-able for sure, but I wonder if it is worth all the effort?  And, I wonder if that would open a different can-o-worms from a support standpoint because some users will get confused/frustrated when they forget about the snow day and they can't edit the various grids because they are read-only? 

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