A child is going to attend on a day they aren't signed up for. Maybe the family told you two weeks ago, maybe they just walked in. Either way you need them on the roster for that day, and you need the day billed.
There are two ways to do it. Which one you use comes down to when you find out.
You know in advance | Add the date from the enrollments page |
They turned up today | Add them from that day's attendance — usage pricing only |
Way 1: From the enrollments page, ahead of time
This is the one to reach for when a family has given you warning — "we'd like to come on the 14th." You can set it up now and forget about it, and the child appears on the roster automatically when the day arrives. It works whatever your pricing looks like.
Open the activity and go to its list of enrolled participants.
If the child isn't enrolled in the activity yet
Click Add participant.
Choose the plan. For an activity with a per-day rate that's Drop-in, which is described as book by the day without having a set schedule.
Pick the dates they plan to attend. Depending on the plan this reads Choose drop in dates or Choose schedule — either way it's a calendar where you can select as many days as you need.
Finish adding them.
They'll now show up on attendance on exactly those days and nothing else.
Way 2: From attendance, on the day
This is the walk-in case. The child is standing in front of you and isn't on the sheet.
This works on activities using Usage pricing only. If your activity charges a daily drop-in fee, you can't add the day from attendance — there's no button for it. Use Way 1 and add the date to their enrollment instead. See Organizer: Setting up activity pricing (Basic, Advanced, Usage) if you're not sure which yours uses. |
Open the activity's attendance for today's date — or whichever date they actually attended.
Click Add to attendance.
Choose the child under Participant name and save.
They're added to the roster for that specific day and you can check them in as normal.
This also bills the day. Adding the child adds that date to their plan as an extra day, charged at their plan's rate. There's nothing separate to do on the billing side — which is also why you shouldn't add a day the child didn't actually attend. |
If you don't see the button
Beyond the pricing requirement above, Add to attendance is deliberately narrow:
It only appears on an individual activity's attendance. The school-wide attendance page, which shows everyone on site for the day, doesn't have it. Open the specific activity instead.
The child must already be enrolled in the activity, with a confirmed enrollment. This adds a day to an existing plan; it doesn't create an enrollment from scratch. If the family has never signed up, use Way 1.
The plan needs a schedule. A usage plan that doesn't ask families to pick days or dates has no schedule to add a day to.
Not on the activity group. If the activity is offered as a group of choices, open the choice the child is attending.
💡 Tip: If you only need to bill for something and not change the roster, Charge extra on the attendance page does that on its own.
A drop-in isn't showing on attendance — what to check
Work through these in order. The first two account for most cases.
Are you on the right date? A drop-in only appears on their specific day. Yesterday's drop-in is not on today's sheet.
Is a filter hiding them? This is the single most common cause. Look for funnel icons on your column headers, and check whether a Groups filter is applied — a drop-in almost certainly hasn't been assigned to a group, so filtering to one will hide them. If the list says "Showing 0 of [number] attendances. Update the column filters to see more," that's exactly what's happening. Use Reset view and look again. See Organizer: Filtering and Sorting Attendance.
Are you in a saved view? A team view built for a normal day may exclude the activity or day the drop-in is on. Switch to Default view to rule it out.
Is the date actually on their plan? Open the child's profile and check their enrollment and attendance history. If the date was never added, the drop-in was never recorded.
Is the enrollment confirmed? A registration that hasn't been confirmed, or one still on the waitlist, won't produce a roster line.