Once attendance is recorded, that data becomes available in two key places: the participant’s Document Folder and Apricot’s reporting tools. These tools allow you to track risk status, attendance notes, session data, and program participation across Classes and Terms. This information becomes available after the system syncs overnight.
Step 1: View Attendance in the Document Folder
To see attendance history for an individual participant, open their Document Folder and navigate to the Attendance tab. You’ll see all Classes and Terms they’ve been enrolled in, along with attendance status, sessions, and other related data.
This view is useful for preparing for case reviews or tracking individual progress.
Step 2: Report on Attendance Data
Attendance data is available for reporting (both in Apricot Results Reporting and Native Reporting) the day after it’s entered. For Native Reports, look for fields in the “Attendance Tracker” section of the Field Choices palette.
You can report on:
Attendance Date
Attendance Status
ID – System field tied to each individual attendance record)
Student ID – System field tied to enrolled participant. Student ID will always be the same for a Tier 1 record across all Classes & Terms.
Time In/Out
Notes and Activities
Attendance Event Category – If Attendance Tagging is enabled, this will display tags such as “tardy” or “excused”.
Created/Modified Dates – System date fields tied to each individual attendance record.
Enrollment and Unenrollment Dates and Reasons
Session Name – If sessions are not configured, this field will display the value “Default”.
Term Name, Dates, Location, Time
Program(s) assigned to Term
Class Name, Description, Status, and Sites
Risk Status – Participants' current risk status for term completion (ex. On Track, At Risk, Behind, Complete, Incomplete)
Risk Status Modified Date – Date when current risk status changed.
Historical Risk Status – Date when previous risk statuses changed.
These fields can be combined with data from Tier 1 or Tier 2 forms and filtered or grouped as needed.
Important: Attendance data and risk statuses are updated during the nightly sync and may not reflect real-time activity. If a participant has been put into a class but has not been marked present or absent and has no notes attached, they will not show up in a report even after an overnight sync.