Using the Attendance App
- Adding an attendance sheet
- Understanding the attendance data
- Marking students absent/late and submitting results
- Marking a student late that you previously marked as absent
- Navigate to https://docs.google.com and sign in with your gmail account (or create a new account)
- On the main screen, in the upper left-hand corner, click the “New” button and select “Spreadsheet”
- Columns A and B are reserved for student names. You may use one name column, or two separate columns for first and last name.
Column C is reserved for the total number of absences for each student. Column D is reserved for the total number of tardies for each student. Every other column after D contains the dates that students were absent or late.
Here is an example spreadsheet:
To add an attendance sheet, navigate to the main screen (the screen with the title, “Classes”). Press the physical menu key on your phone, and select “Add Class”. This will bring up the Add Class Wizard.
The first screen gives you a brief explanation of the wizard. The next screen asks you for three settings:
- The name of your Google Spreadsheet. This is case sensitive! (“Phil 101” is not the same as “PHIL 101”).
- Your Google username.
- Your Google password. (Note: all saved passwords are encrypted before saving.)
The next screen asks you for a display name for the attendance sheet. This is how the attendance sheet is displayed in the app. It can be anything you want (i.e. “PHIL 101-02 Spring ’11”, “Introduction to History”, etc.).
The final screen asks for some basic information about your spreadsheet. If you use one name column, make sure the button at the top says “Just one column”, and select which column this is under “first name column”.
If you use two name columns, click the button at the top so that it is enabled and says “Two separate columns”. Next select which column contains the first names, and which column contains the last names.
Finally, select which row contains the first student name.
The first time an attendance sheet is saved, the app will save the absent/late formulas in columns C and D. ALL DATA IN COLUMNS C AND D WILL BE ERASED.
Here is how data is stored in your spreadsheet:
- Columns A and B are reserved for student names. You can use either one column, or both columns.
- Column C contains the total number of times a student was marked absent.
- Column D contains the total number of times a student was marked late.
- Any column after column D contains the date that a student was marked absent/late.
- When a student is marked absent, the app simply saves the date to the spreadsheet. (i.e. “9/25/2010”).
- When a student is marked late, the app will save the word “LATE” followed by the date (i.e. “LATE-9/25/2010”).
On the main screen (the screen with “Classes” as the header), select the class you would to take attendance for. Selecting a class will first sign you in to your Google account, and will then pull in a list of student names from your spreadsheet.
Once the list loads, you will see that each student is marked as “Present” by default. Tapping a student’s name cycles through three attendance settings: “Present”, “Absent”, and “Late”.
After you have completed your roll call, press the physical menu key on your phone, and select “Submit Results”.
If you marked a student as absent, but they later come into class, all you need to do is select the class they are in, long press on the student name, and select “Mark last absence as late”.