Attendance

Attendance is where you record that a child has arrived, that a named adult took them home, and what the room looked like in between. It is the record an inspector asks for first, and it is written by whoever is nearest the door at the busiest moment of the day. PTRS moves that record to the moment it happens and refuses two things a paper sheet cannot: releasing a child to someone who is not on their pickup list, and checking in a child who is still inside an illness exclusion.

Who uses it

Front-line staff run the door. Site directors and organisation administrators read the day. Super admins can do everything staff can.

Regional directors, OCCL auditors and read-only accounts cannot open Attendance at all. The page appears in their menu, opens, and then shows nothing, because their account is not allowed to read attendance. There is no separate read-only permission for this part of PTRS: anyone who can see attendance can also record it.

A day at the Claymont club

It is 3:10 pm. Denise Okafor opens Attendance and presses Launch Kiosk. That one click opens today's attendance session for Claymont. Nothing else in PTRS opens one.

The bus arrives. Maya Reyes, 9, holds her badge up to the kiosk camera. The screen reads Verifying, then shows her name and the time, and an amber message lists her peanut allergy. Denise reads it before Maya goes through to the gym. Jordan Price, 14, has forgotten his badge, so Denise uses Quick Check-In from the header and types his name.

At 5:40 pm Carla Reyes arrives for Maya. Denise opens Maya's row in the arrivals feed, presses Check Out Maya, and picks Carla from the Picked up by list. If Carla were not on Maya's authorised pickup list, her name would not be in that list and PTRS would not let the check-out through under any name.

At 6 pm Denise checks every remaining child out one by one. Nothing does that for her overnight, and a child left checked in is still counted as present tomorrow morning.

What PTRS does for you

• It refuses a check-out unless the person collecting is on the child's authorised pickup list. There is no override.
• It refuses a check-in while the child is inside a 24-hour illness return window. PTRS can record an override, but no screen offers one, so from the screen the block is absolute.
• It shows the child's allergies at the moment of check-in and tells everyone who has that site open on their screen.
• It records who checked each child in and out, and who collected them, in an audit trail you cannot edit.
• Every 15 minutes during its working hours, it takes a permanent note of each room's headcount and staffing. See How ratio compliance is measured for what that note is worth today.
• It warns you at check-in if the child has missing paperwork. The warning never stops the check-in.

Delaware sets staff-to-child ratios by age. For school-age children the limits are 1 adult to 10 children at ages 5 to 8, and 1 adult to 15 children at ages 9 to 18. From the regulation That is DELACARE sections 27 and 88, as PTRS stores them.

What stays your job

Read this before you rely on any screen in this part of PTRS.

• Count the room yourself. No ratio display in PTRS can tell you whether a room is safe today. The reasons are set out under Not yet available.
• Tell the guardian yourself. PTRS sends no message to anyone at check-in or check-out, whatever the screen says.
• Check every child out before you leave.
• Keep the illness exclusion list on paper as well, because an offline check-in does not apply it.

What this part of PTRS covers

• One attendance session per site per day, opened by the kiosk.
• Check-in by badge at the kiosk, or by name from Quick Check-In.
• Check-out from a child's row on the attendance page, to a named guardian.
• Offline check-in at the kiosk, sent to PTRS when the connection returns.
• The attendance page: live headcount, arrivals feed, expected and absent panel, per-site capacity, arrival curve, and a ratio panel.
• The kiosk: a full-screen check-in station with a camera badge scanner.
• A child's attendance history: a day grid, an attendance rate and a streak.

What it connects to

Part of PTRS	How attendance uses it
Members	Check-in finds the child's record. Check-out reads that child's guardian list.
Staff	PTRS records you as the staff member from your signed-in account. Staff shifts feed one of the ratio calculations.
Centers	A session belongs to one site. Rooms and their ratio limits belong to the site.
Health and Safety	The illness exclusion and the paperwork warning both come from here.
Compliance	Ratio notes feed the staff-ratio part of the compliance score.
Dashboard	Every panel on the attendance page reads its figures from the dashboard.

Not yet available

These are things on the attendance screens that look like they work and do not. Each one is a task that is still yours.

The ratio panel and the Ratio Monitor read 0.0:1 and SAFE for every site, always

This is the most important thing on this page.

The panel asks PTRS for the newest staffing note for each site as a whole. PTRS only keeps those notes room by room, so the panel finds nothing and shows 0.0:1, a green SAFE badge and a LIVE label for every site, however many children are in the building.

Do not use it to judge whether a room is safe. Count the room.

Show room breakdown is always empty

The room list behind that button is never filled in. The same empty list feeds the room rows in the site capacity panel and the room list on the kiosk's staff side.

Add Staff, Move Staff and the bell do nothing

On each site card in the Ratio Monitor, Add Staff and Move Staff show a message beginning "In production:" and send nothing. The bell shows "Alert sent to Regional Director" and no alert is sent to anyone.

No one is told when a ratio is breached

When PTRS decides a room is over ratio, it updates the screen of anyone who has the compliance page open at that moment. It sends no email, no text and no notification to anyone who is not looking at PTRS right then.

Guardians are not told about check-ins or check-outs

The arrivals feed shows "guardian notified: no" against every child, and that is the true state. The kiosk's own feed marks an online check-in as notified, and the check-out message ends "Guardian notified." Both are just words on the screen. Nothing is sent.

The kiosk's grid of child tiles is always empty

The kiosk's tap-a-tile grid is fed by an expected-attendance list that nothing in PTRS fills in, so it is empty at every site. Scanning a badge is the only way to check a child in from the kiosk.

The same empty list makes the attendance dashboard's Expected, Present and Absent figures read 0. The panels on the attendance page itself are not affected; they get their figures a different way.

Checking out from the kiosk does not work

Scanning the badge of a child who is already checked in sends a check-out that PTRS rejects, and the kiosk shows "Check-out failed". If the kiosk has lost track of today's session it skips the request entirely and still shows its checked-out screen for something it did not record. Check children out from the attendance page, where you choose a real guardian.

Check-outs never appear in the arrivals feed or a child's history

A check-out adds a leaving time to the child's check-in. It does not create a check-out entry of its own, so every entry in every feed is a check-in and the feed's Check-outs only filter shows nothing.

The attendance heatmap is always empty

The heatmap reads daily summaries and expected-attendance lists that nothing in PTRS fills in. Every day shows a headcount of 0 and an attendance rate of 0%.

Nothing on the attendance page opens or closes a session

The Quick Check-In dialog tells you to "Open a session from the Attendance page first", and the attendance page has no such control. Launching the kiosk is what opens a session. Nothing closes one, and closing one would not check anybody out in any case.

The demonstration mode cannot be switched on

The Ratio Monitor contains a demonstration that drifts the headcounts and scripts a violation banner. The switch that turns it on is not set in any version of PTRS that can be installed, so you will never see it.

Where these are recorded

These are defects in PTRS, not in this page. They are written up for the PTRS team in the attendance findings document. This guide describes PTRS as it behaves today.

Where to go next

Learn it once: Run your first check-in day.

Do one task:

• Check a child in
• Check a child out
• Read the ratio monitor
• Keep the door moving when the connection drops

Look something up: Attendance fields and limits.

Understand why: How ratio compliance is measured.

When something goes wrong: Attendance troubleshooting.