How to Use the AfterSchool HQ Attendance App

The AfterSchool HQ Attendance App gives staff a quick and convenient way to manage participant attendance. Staff can sign in to their provider account, locate a participant, view their available activities, and record check-in or check-out times directly from the app.

 

 

1. Sign In to AfterSchool HQ

Open the AfterSchool HQ Attendance App and tap “Sign In” to access your account.

2. Enter Your Login Information

Enter your AfterSchool HQ email address and password, then tap “Log In” to continue.

💡 Tip: Use the same login credentials you normally use to access your AfterSchool HQ provider account.

4. Select Your Account

Once you’re logged in, you’ll be taken to the Attendance App where you can begin managing attendance.

Next, select the account you’d like to use to manage attendance.

💡 Tip: If you don't see the activities you're expecting later in the process, confirm that you selected the correct account.

5. Choose How to Track Attendance

Choose how you'd like to manage attendance. You can select attendance per activity or per participant, depending on the workflow you need. 

6. Select Per Participant

For this guide, we'll use “Select Per Participant”.

This option is helpful when you are checking a specific participant in or out rather than managing an entire activity roster.

7. Allow Camera Access

If you want to scan a participant's QR code, allow the AfterSchool HQ Attendance App to access your device's camera when prompted.

💡 Tip: Camera access is only needed when using the QR code scanner. If you prefer, you can enter the participant's Student ID manually instead.

8. Enter a Student ID Manually

If you’re unable to scan the participant's QR code, you can enter their Student ID manually.

This provides another way to locate the participant without using your device's camera.

9. Enter the Student ID

Enter the Student ID associated with the participant to locate their attendance information.

💡 Tip: Double-check the Student ID before continuing to make sure you're accessing the correct participant.

10. Scan a QR Code

If you prefer to use the scanner, return to the camera option and position the participant's QR code within the scanner.

The app will read the QR code and locate the associated participant.

11. Scan the QR Code

Point your device's camera at the QR code and allow the app to scan it. Once recognized, the participant's available activities will appear.

💡 Tip: If the QR code isn't scanning, make sure the entire code is visible on the screen and that your camera has permission to access it. You can always use the Student ID option instead.

12. Select or Search for an Activity

After locating the participant, select the activity where you need to record attendance.

If the participant is associated with multiple activities, use the “Search” option to quickly locate the correct one.

💡Tip: Always confirm that you're selecting the correct activity before recording attendance, especially when a participant is registered for multiple programs.

💡 Tip: An activity does not need to be published to appear in the Attendance App. If you're working with an unpublished activity, you can still select it and manage attendance as long as the participant and activity are properly configured.

13. Review Attendance Options

The participant's eligible activities will display the available Check In and Check Out options. 

Review the activity and attendance option before continuing.

14. Check the Participant In or Out

Tap “Check In” or “Check Out” next to the appropriate activity.

After making your selection, AfterSchool HQ will record the participant's attendance time.

💡 Tip: Select Check-In when the participant arrives and Check-Out when they leave so the attendance record accurately reflects their participation.

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Frequently Asked Questions

Q: What is the AfterSchool HQ Attendance App used for?

A: The Attendance App allows staff to quickly manage participant attendance, including recording check-in and check-out times.

Q: Can I manage attendance by participant or by activity?

A: Yes. The Attendance App provides options for managing attendance per participant or per activity. This guide demonstrates the Per Participant workflow.

Q: How can I find a participant?

A: When using the Per Participant workflow, you can locate the participant by scanning their QR code or entering their Student ID manually.

Q: Do I have to use the camera?

A: No. If you don't want to use the camera or are unable to scan the QR code, you can enter the participant's Student ID manually.

Q: Why is the app asking for camera permission?

A: Camera permission allows the Attendance App to scan QR codes. If you plan to use QR codes to locate participants, you'll need to allow camera access.

Q: What if a participant is registered for multiple activities?

A: After locating the participant, you'll be able to review their available activities. Select or search for the appropriate activity before recording attendance.

Q: Why don't I see Check In or Check Out for an activity?

A: The activity must be configured to use the applicable attendance workflow. If the expected attendance options aren't available, review the activity's attendance settings in AfterSchool HQ.

Q: Does the app record the check-in or check-out time?

A: Yes. When you select Check In or Check Out, the attendance record reflects the corresponding attendance time.

Q: What if the QR code doesn't scan?

A: Make sure the QR code is fully visible to your camera and that you've granted the app permission to use the camera. If you're still unable to scan it, use the option to manually enter the participant's Student ID instead.

 

💡If you experience any issues or have further questions with “How to Use the AfterSchool HQ Attendance App”, don't hesitate to get in touch with our support team at support@afterschoolhq.com.