Run headcounts and spot checks

These two tools answer the same question in different sizes: is every child who's checked in actually here?

A headcount asks every classroom to confirm its count at the same time. A spot check verifies one room, right now. Both leave a permanent record you can come back to.

Pick a reason for the headcount

Before a headcount starts, you choose why you're running it. The reason sets the urgency and the color:

• Routine: a regular, scheduled count.
• Drill: a practice run, like a fire or lockdown drill.
• Emergency: the real thing. The start button turns red so no one mistakes it for a drill.

Start a school-wide headcount

1. Open the School head count page.
2. Under Start a head count, choose Routine, Drill, or Emergency.
3. Select Start [reason] head count. Every classroom is prompted to confirm its count.

On the app, you start a headcount from the Head count chip on the School screen, then pick the reason from the prompt. After that, the live status looks the same on both.

Watch it come in

Once a headcount is running, the status refreshes on its own every few seconds (or pull to refresh on the app). You'll see:

• The reason tag, plus In progress or Complete.
• Who started it, and when.
• A progress bar reading X/Y classrooms completed.

Each classroom card shows Pending, Complete, or Discrepancy. Once a room is done, its card also shows the confirmed-over-expected count, who counted, and the time.

When a count doesn't match

If a classroom's confirmed count doesn't match what was expected, the room is flagged Discrepancy with a warning icon instead of Complete. That's your cue to walk straight to that room.

When the last room reports in, the page reads Complete. To run another count, select New head count on the web.

Run a spot check on one room

On the web:

1. Open the Spot checks page and select Perform spot check.
2. Choose the Classroom.
3. Pick a Context: Routine, Transition, or Outdoor.
4. Optionally set a Location (Classroom, Playground, Cafeteria, or Field Trip) and tag the Staff present.
5. Under the present-students list, every checked-in student starts ticked. Untick anyone who isn't physically in front of you. Use All or None to flip the whole list.
6. Add Notes if you need to, then Submit: the button shows the running count, like Submit (12/13).

On the app, open the Spot checks page and tap Perform spot check in the top corner. Choose the room under Pick a classroom; that opens the classroom, where Head Count brings up the same checklist: Context, Location, staff present, and the present-students list with All / None. Submit it there.

Either way you'll get All students accounted for or Discrepancy detected, which names the students who came up missing.

Look back at past checks

The Spot checks list holds every check you've run, with the classroom, the result (Pass on the web, All clear in the app, or Discrepancy either way), the count, the context, when it happened, and who ran it. Open any row for the full record, including a per-student Present / Missing table.

A spot check measures against the students currently checked in, so keep daily attendance current. That's what makes the count mean something.