Set schedule overrides or absences for many children at once. This may be useful for school out days, or other situations where the schedule for many children changes at once for a particular day.

Before You Begin

Use the Filter to display on screen only children you wish to include when adding an override to schedules. Later you may select individual children within this group.

Getting There

From the main screen of Family Data & Accounting go to Functions > Family Data > Batch Schedule Overrides and Absences.

When to use an Override vs. an Absence

  • Use Overrides when a child will be there at least part of the day but the time, day or class is different. This may be appropriate if they are staying longer than usual, are coming on a day they are not normally scheduled, or will be in a different classroom. An Override completely replaces their schedule for the day and is not counted on the Balances tab.
  • Use Absences when a child will be gone all or part of the day. This may be used for a doctor’s appointment, vacation or other planned absence. The time of an absence is removed from their schedule, but the rest of the day remains intact. For example, a child might be scheduled from 9:00am – 4:00pm, but will be away from 1:00 – 2:00pm for an appointment. Using an absence the schedule would remain from 9:00am – 1:00pm and 2:00 – 4:00pm. Absences are recorded for future reference on the Balances tab in order to track how much vacation time, etc. a child has used.

Adding Overrides to Schedules

At the Batch Schedule Overrides screen, select Overrides:

fd-batch-sched-overrides-menu

  1. Select the Date, times In and Out, Classroom and Comment that would apply to most children.
  2. Click Apply to All to insert the date, times, class and comment for all children. This will save time if many children will have the same override.
  3. Make individual changes to any children as needed such as changing the times, classroom or comment.
  4. Check the children for whom you wish to add this override.
    Hint: Click the check box at the top of the column to select all, then uncheck any you don’t want included.
  5. Click Save > Exit.

Adding Absences to Schedules

At the Batch Schedule Overrides screen select Absences:

fd-batch-sched-absences-menu

  1. Select the Date, times In and Out, Reason and Comment that would apply to most children.
  2. Click Apply to All to insert the date, times, reason and comment for all children. This will save time if many children will have the same absence.
  3. Make individual changes to any children as needed such as changing the times, reason or comment.
  4. Check the children for whom you wish to add this reason.
    Hint: Click the check box at the top of the column to select all, then uncheck any you don’t want included.
  5. Click Save > Exit.