1. Student Guide: Auto-attendance on Acadly

  2. Student Auto-Attendance Troubleshooting Guide

  3. Collaborating with TAs and Co-Instructors to record attendance

  4. Downloading/ Exporting data from Acadly to CSV (Excel) files

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1. What you need (infrastructure)

  • Both the professor and students need the Acadly app (iOS or Android). Using the website won't work.

  • Being connected to the internet is mandatory. 

  • Being connected via WiFi improves the accuracy of the process, but it is NOT mandatory. The process can rely solely on Bluetooth, even if your students are connected to the internet via their mobile data/ LTE/ 3G connection.

  • Everyone needs to give their app the permissions it asks for.

2. Important points about the attendance process

  • STUDENTS CAN BE CHECKED-IN BUT NOT PRESENT: There are five attendance statuses on Acadly - Present, Absent, Late, Excused and "Checked-in". Students can "check in" remotely to access in-class activities even if they're not present. However, Checked-in is not to be confused with Present. When you use auto-attendance, Acadly will only mark students who are actually in your proximity as Present. If a student checks in remotely, they will NOT be marked Present by Acadly.

  • Attendance records can be manually modified any time after the class meeting ends too

  • You can add an Assistant to your class, who can record attendance on your behalf. This is a great way to collaborate with TAs and co-instructors, so that you can focus on sharing activities while they take care of attendance. You can learn more about this here.

Attendance statuses on Acadly

Figure 1 - Attendance statuses on Acadly

Possible attendance statuses in Acadly, and their meanings:

  1. Present: The student is inside the classroom. This status is assigned to students only after they are verified by the professor using auto-attendance or by manual editing of the attendance statuses.

  2. Checked in: The student has "checked in" to class by tapping a button but they may or may not be inside the class.

  3. Absent: The student is verified as not being inside the class. Any student with no attendance status assigned to them show up as Late in the exported statistics.

  4. Late: Professors can manually mark students as late for tardiness. This status is not assigned by Acadly automatically.

  5. Excused: Professors can manually mark students as excused from attending class. This status is not assigned by Acadly automatically.

3. What you need to do

Here's a video that explains what you need to do, but please do finish reading the rest of the details below:

Video 1: Demo of the attendance process (view in 1080p please)

3A: OPEN ACADLY ON THE APP

Both you and your students need the Acadly app (Android or iOS) for the automatic attendance feature to work. On the website, you can record attendance only manually.

3B: FOLLOW THE PROCESS DESCRIBED HERE

Auto attendance process for instructors, described here with screenshots

Figure 2 - Auto-Attendance process for professors

Auto-attendance process for instructors

  • Tap on the lecture on the course timeline

  • When it's time for the lecture to begin, the START button will appear on the page. Confirm to start the lecture.

  • The lecture will now be in session. Now, tap on the Attendance tab to switch to it.

  • Tap on the START button to initiate the auto-attendance process.

  • Read the on-screen instructions out loud to students. Please emphasize that they must have the app installed and should open it at this point.

  • Your device will try to discover students in your proximity. You can continue teaching. Do not lock your phone.

  • Once the process ends, tap EXIT. You can abort the process manually as well.

  • On the attendance screen, you will now see students' updated attendance statuses.

  • You can tap the EDIT button to manually change students' attendance statuses.

  • After the lecture ends, you can export attendance results to a CSV file or to the LMS gradebook (for Enterprise customers only).

4. NEXT: Read and share the student guide to auto-attendance with your class

Here's the Student Guide to Auto-Attendance. Please read this to understand how the attendance process works for students, and share it with your students to ensure things go smoothly.

5. Common reasons for failures

A student may not be discovered if:

  • They aren't using the app

  • They haven't given the app the necessary permissions

  • They have their Bluetooth (in case of iOS) or GPS (in case of Android) manually switched off. They will receive a warning about this, though (read Student Guide).

  • They weren't connected to the internet when the process began

6. Recommendations

  • It is recommended that students have their app open and in the foreground when you start the process since this helps the discovery process. However, this is not mandatory.

  • If you have WiFi available, it's better if the class uses it. This is not mandatory though. The process can rely solely on Bluetooth, even if your students are connected to the internet via their mobile data/ LTE/ 3G connection.

7. Exporting Attendance Data

Please refer to this Help Center article about exporting your data from Acadly.

Spreadsheet showing the attendance records in a CSV file.

Figure 3 - Exported attendance data (CSV file). The 5 attendance statuses and the aggregate percentages are highlighted. Open in new tab to enlarge. 

8. Try it out!

During your first lecture, run the process a few times so that students understand what they need to do. By the second or third lecture, the accuracy should reach a satisfactory level. 

Hope this helps! To understand the technology behind the auto-attendance process, please refer to this blog post. In case you have any questions, feel free to write to us at support@acadly.com.

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