ARTICLE: Live Rollcall

ARTICLE: Live Rollcall

Live Rollcall

Live Rollcalls allow for staff to work collaboratively with other staff members across the same rollcall, while standard rollcalls are snapshots of a moment in time only once the rollcall is submitted and are only visible while in progress by the staff member conducting the standard rollcall.  More than one staff member can interact with the same live rollcall at the same time, and each staff member who is participating in the live rollcall will be able to see updates to the live rollcall dynamically and in real-time.  Access Live Rollcall from the left side menu by selecting Rollcall Management > Live Rollcall.

When you select Live Rollcall from the menu, REACH will display your student list for you to begin to format your Live Rollcall record.  You can view and complete your roll call in a Grid or List view.  Your filters and data will remain active as you switch between the two different views.


Settings and Filters

Your list will automatically be populated with your students' names when you select the Live Rollcall menu item and you can filter the list to suit any group of students that you wish to account for.  You can filter or refine your list to show any one or combination of filter options.  

It's important to note that when taking a Live Rollcall in collaboration with other staff, you MUST have the same selection for Rollcall Category otherwise you will not be able to see actions completed by other staff members on your Live Rollcall screen.

Default Action: Select Display Selector, Present, Accounted for By Someone Else, or Absent.
Present Location: Select Do Not Change Location, or select a location that is listed from your configured locations.
Absent Location: Select Do Not Change Location, or select a location that is listed from your configured locations.
Rollcall Category: Select a rollcall that is listed from your configured Live Rollcalls.

Ad Hoc Rollcall

Ad Hoc Rollcall is used when taking a rollcall that is not currently saved as a Rollcall Category in System Configurations and it will not need to be saved as a future Rollcall Category to use again - this is a one-off rollcall.  An example might be for needing to take a rollcall for a special dorm meeting.  In these instances you can start an Ad Hoc Rollcall to assist in taking attendance for that special instance only if this ability is turned on in your System Configuration in General settings.










Once a live rollcall is started, a timer in the top right corner of of the Live Rollcall will count down to the end of the allotted time of the live rollcall.

To add additional time to your Ad Hoc Rollcall once started, click the timer in the top right hand corner and select the additional amount of time you require to complete your rollcall.

Not all users have access to System Configuration items.  Ad Hoc rollcall may not be a feature enabled at your school.

Group By and Ranking

When viewing Live Rollcall in Grid view, you are able to change how you view your display by selecting Group By and choosing to arrange your grid view by Room, First Letter of Surname, Dorm, Grade, or Location.


When viewing Live Rollcall in List view, you are able to change how you view your display by ranking your data by any column.



In Grid view, quickly filter by letter to locate students by first or last name.  Search by name is available in both Grid and List view.


Expand View vs. Contract View

In Contract View, the Live Rollcall filter headers will remain frozen and stationary as you scroll through the list of students in the Live Rollcall.  To unfreeze the filter headers and allow for a continuous scroll of the student list, click "Expand View"




Marking your Live Rollcall


If your Default Action is set to Display Selector, when you select a student you are presented with four selection options for your live rollcall marking; Present, Note, Accounted for by Someone Else, or Absent.






When you select a student and mark them as Present (either by selecting the green check in Display Selector or by setting the Default Action to Present) it will now display below their photo a green check mark, a time stamp of when they were marked present, and the initials of which staff member accounted for them.  If you have the Present Location set to a specific location, it will also update the location above the student's photo to that specified location.




When you select a student and mark them as Accounted for by Someone Else (either by selecting the blue icon in Display Selector or by setting the Default Action to Accounted for by Someone Else )it will now display below their photo a blue icon indicating they are in another location, a time stamp of when they were marked account for, and the initials of which staff member accounted for them in the live rollcall.  




When you select a student and mark them as Absent (either by selecting the red X in Display Selector or by setting the Default Action to Absent) it will now display below their photo a red X indicating they are were marked absent, a time stamp of when they were marked account for, and the initials of which staff member accounted for them in the live rollcall.  If you have the Absent Location set to a specific location, it will also update the location above the student's photo to that specified location.




When you select a student and select the Note icon, you are able to enter in a note to attach with the accounting of that particular student.  Following the logging the note, you will make a selection if they are Present, Accounted for by Someone Else, or Absent.  It will now display initials of which staff member accounted for them with a blue background, indicating there is a note attached to this account.  If you hover your cursor over the staff's initials you will be able to see the contents of the attached note.




As your process your live rollcall list, you can toggle your view by clicking on the bottom student count to show all students accounted for, all remaining students to be accounted for, and a total view of all filtered students.


While working collaboratively on a live rollcall with other staff members, if one staff member marks a student absent, another staff may update their mark as present if they're in another location and that student is present with them, or mark that as accounted for if they have knowledge of their location.  All staff viewing that active live rollcall will see those updates managed in real-time.

Live Rollcall Reports

Results of the live rollcall are displayed in Rollcall Management > Live RC Reports.  Reports can be generated by filtering a variety of criteria and if needed, you may download a spreadsheet of the filtered date's Live Rollcalls.  In the report view that is generated, you can view a timeline of the day and any live rollcalls that occur.  Hovering over a dot displayed for a student will display which staff accounted for the student and any notes that are included.  All of this information is also displayed on the downloaded spreadsheet.






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