Using Registers (Attendance)

Overview

The Register System allows you to track attendance, view critical child information, and manage check-ins efficiently. It is designed for quick use on tablets or laptops during session start times.

Accessing a Register

1. Navigate to Bookings in the main menu.
2. Click the Daily Registers tab at the top of the page.
3. Select the Date you want to view.
4. Click the Take Register button on the specific session card.

Taking Attendance

The register table places the Attendance controls on the far left for easy access.

1. Marking Attendance

• Mark All Present: Use the "Mark All" button in the header to instantly set every child to "PRESENT". This is great for clear days where most children arrive at once.
• Individual Toggle: Click the large ABSENT / PRESENT toggle switch next to each child's name to change their status.
  • Green (PRESENT): The child has arrived. The system records the exact check-in time.
  • Dark (ABSENT): The child is not currently at the session.

2. Saving

Once you have completed the roll call, scroll to the bottom of the page and click Finish Register. This saves the attendance data to the database and returns you to the bookings list.

Critical Information Columns

The register gives you an at-a-glance view of essential safety info:

• Medical / SEND:
  • One-to-One: A red badge indicates a child requiring one-to-one supervision.
  • SEND: Orange badges detailing specific needs (e.g., Autism, ADHD) along with specific Triggers, Strategies, and Avoidance techniques.
  • Medical: Details on health conditions or allergies.
• Dietary Needs: Displays preferences (e.g., Vegetarian, Vegan) and specific details.
• Photo Permission:
  • <span style="color:#198754; font-weight:bold;">Yes (Green)</span>: Photography is allowed.
  • <span style="color:#dc3545; font-weight:bold;">No (Red)</span>: DO NOT photograph this child.
• Parent / Emergency: Displays the primary parent's contact and a dedicated Emergency Contact (marked in red).

Print Labels & Stickers

Oakline allows you to print attendee labels directly from the register. These labels are designed for standard A4 Sticky Label sheets (e.g., Avery layouts).

How to Print

1. Open the Register for your session.
2. Click the Print Labels button (top right).
3. Select your layout:
   • 24 per page (Small - 63.5mm x 33.9mm) - Best for name badges
   • 18 per page (Medium - 63.5mm x 46.6mm)
   • 12 per page (Large - 63.5mm x 72mm)
4. A print preview will open. Ensure your printer settings are set to "Actual Size" or "Scale: 100%" (do not "Fit to Page") for alignment.

Medical & SEND Codes

The system automatically scans child records and adds color-coded badges to the labels for critical information.

🔴 Medical Conditions & Allergies (Red)

Specific medical conditions and severe allergies.

• ASTH: Asthma (Inhaler/Pump)
• EPI: EpiPen / Anaphylaxis
• DIAB: Diabetes (Insulin/Type 1/Type 2)
• SEIZ: Seizures / Epilepsy
• PN: Peanut / Nut Allergy
• GF: Coeliac / Gluten-related condition
• ✚: Generic Medical Indicator

🔵 SEND Support (Blue)

Special Educational Needs and Disabilities.

• ASD: Autism Spectrum
• ADHD: Attention / Hyperactivity
• HEAR: Hearing Impairment
• VIS: Visual Impairment
• 🧩 SEND: Generic SEND Indicator
• 1:1: One-to-one support required

🟢 Dietary Requirements & Preferences (Green)

• 🌱 VGN: Vegan
• 🥕 VEG: Vegetarian
• DF: Dairy free / Lactose intolerance
• ⚠️: Generic Dietary Indicator

Tips for Mobile & Tablet Users

Many staff use this register on their phone or tablet.

• Landscape Mode: Turn your phone sideways! The table contains a lot of info, and landscape mode makes it much easier to read without horizontal scrolling.
• Add to Home Screen: You can save the "Staff Portal" or "Daily Registers" page to your home screen so it acts like an app.
  • iPhone/Safari: Tap the "Share" button -> "Add to Home Screen".
  • Android/Chrome: Tap the menu (three dots) -> "Add to Home screen".