Changing an Enrolment for a Past Date

Best Practice

Where possible, update enrolments in real time. Making changes after attendance has been recorded requires these additional steps. Keep in mind you need to ensure that the attestation matches the enrolment changes, and the attestation is signed for each change made on the Enrolment.

If you need to change an enrolment for a period in the past, the child’s attendance records must first be cleared before the enrolment can be edited.

Step 1 – Remove Attendance Records

1. Go to Reports > Child Reports > Children Attendance.
2. Enter the Date From and Date To for the period you need to change.
3. Select Get Report. – Save this to your computer as you will need this later.
4. Open the Attendance Screen.
5. For the child in question, change the Status to Unknownfor the entire period.
   • This will remove the child’s sign-in and sign-out times.

Step 2 – Update the Enrolment

6. Go to the child’s Enrolment tab.
7. Make the required enrolment changes.

Step 3 – Re-enter Attendance

8. Return to the Attendance Screen.
9. Re-enter the sign-in and sign-out times.
10. Update the Attendance Status to Attend or Absent as required.

Additional Step for Home-Based Services

If you are a Home-Based Service and need to make these changes for a child whose previous educator has left the service, you will first need to temporarily reactivate the educator’s profile.

Step 1 – Reactivate the Educator

1. Go to Staff Menu.
2. Select the educator’s profile.
3. Scroll to the Leaves Date field.
4. Remove the end date.
5. Select Save.

Step 2 – Complete Enrolment Changes

6. Follow the enrolment and attendance steps outlined above.

Step 3 – Reapply End Date

7. Return to the educator’s profile.
8. Re-enter the Leaves Date.
9. Select Save.