How to Setup an Automated Attendance Report

Overview

This tutorial will show users how to automate an attendance report in the SMS. With Automation, sending reports at a specific time is now possible. Automation allows users to create a report once and then have that report update and send to specific users automatically. In this tutorial, we will also demonstrate how to select your recipients and set the frequency of your report. This new SMS feature increases productivity and efficiency by handling repetitive tasks while ensuring that relevant people are always kept in the loop with timely reports.

With Automation, you can send a weekly or monthly Attendance report to trainers and other relevant units within your organisation.

NOTE: This exclusive feature is only available for Maximise Package subscribers. Unlock the full potential of your SMS with the Maximise Package. To upgrade your plan and access this feature, please contact support@eskilled.com.au.

IMPORTANT:

1. An Attendance Report must be created before setting up an automated attendance report. See the related tutorial: How to Generate an Attendance Report.
2. Automated Reports work better with a date range picker, as the report will be updated based on the selected range. Your Attendance Report MUST have at least one date range to run.

1. Any parameter set from the inline filters will NOT narrow down the data on your automated report.
   

Step Tutorial

1. From the Dashboard, go to Automation, then click the Add button.

2. Fill in the necessary information:

Part 1 – Details

1. Title – Enter a Title for your automated report.
2. Active – Set the report to Active to make it available for use.
3. Description – Enter a Description for your report.
4. Action – Select the SMS feature you want to automate from the Action drop-down menu. For now, select Report.
5. Report Type – Determine the Report Type. You can automate three report types: Enrolment, Unit, and Attendance. For now, select Attendance.
6. Saved Report – Select the actual report from the list of your Saved Report.
7. Recipient Type – Identify the Recipient Type. For Report, there are two recipient types: Org Unit and Individual Staff Member.
1. Organisational Units are smaller groups within your organisation, such as administrators, trainers, and the like. 
2. An Individual Staff Member refers to each SMS user within your organisation. 
8. Individual Staff Member/Org Unit – Based on the Recipient Type, select the actual users who will receive the automated report.
9. By Default emails will be sent from: (emailaddress) – You can overwrite the username of the email that will appear as the sender of the automated report. This is optional.
   

Part 2 - Automation Email

1. Subject – Enter the Subject of your email.
2. Body – Compose your email in the message box.
   

Part 3 – Frequency

1. Frequency – Set a Frequency for your report. This will define how often the report will be sent (monthly, weekly, or daily).
2. Start On Date & Time – Define your Start Date and Time. This will specify when the first report will run and will serve as the basis for subsequent reports.
3. Every – Set the number for the Frequency of reporting, e.g., every 3 months, every 2 weeks, every 3 days, etc.
   

Once completed, scroll to the top of the page and click the Save button.

3. A prompt about the successful creation of the automation will appear. Click OK to close it.

These are the steps to set up an Automated Attendance Report.

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to us via email at support@eskilled.com.au.

• Related Articles

• How to Setup an Automated Units Report

  Overview This tutorial will show users how to automate a units report in the SMS. With Automation, sending reports at a specific time is now possible. Automation allows users to create a report once and then have that report update and send to ...

• How to Setup an Automated Enrolment Report

  Overview This tutorial will guide users on how to automate an enrolment report in the SMS. With Automation, it's now possible to schedule reports to be sent at a specific time. Automation allows users to create a report once, which is then updated ...

• How to Use the Attendance Report Feature

  OVERVIEW In the SMS, you can monitor your students' attendance. This feature allows you to view and generate attendance report. However, it is important to note that only scheduled trainings are recorded. In this tutorial, we will show how you can ...

• How to Setup Grading for Non-accredited Programs

  Overview The user-defined grading system in the SMS (Student Management System) is a customizable feature specifically designed for Unaccredited Programs. This tutorial will show you how to utilise different grading systems like Pass or Fail grading ...

• How to Record Student Attendance in the SMS

  Overview This tutorial will show users how trainers can mark student attendance throughout their training sessions. This feature in the Student Management System (SMS) offers an efficient way to track attendance, ensuring students complete their ...