How to Fix Days With Missing Attendance Times in ElderSuite

📝 Overview

Missing Times is the reconciliation list behind the missing-times banner on the Client Center. It lists past days whose attendance times do not make a whole day — an arrival with no departure, a client taken out and never marked back, a pick-up or drop-off with no partner, or times out of order.

Open the Client Center from the ElderSuite main menu. When days need review, a banner across the top reads “1 day has attendance times that do not make a whole day.” or names how many days have attendance times that do not make a whole day. The second line reads “These days earn no units until their times are whole. Enter the missing times if the client attended, or clear the times if not.” Click Review Days to open the list.

The list itself changes nothing. Every correction is made on Attendance & Transportation Records. For how arrivals and departures are recorded during the day, including scanning, see that Guide and How to Scan Attendance & Transportation Times. The Nutrition Center has a similar banner for meals recorded with no times at all; that list is covered in How to Review Meals Without Attendance.

⚙ How It Works

1. Open Missing Times From the Client Center

With the missing-times banner showing, click Review Days. A please-wait message appears, then Missing Times opens as a child window inside the ElderSuite main window. If it is already open, ElderSuite brings that window to the front.

The banner appears only while past days before today, inside the last 90 days, still need review and the banner has not been dismissed this session. Dismissing the banner hides it until ElderSuite is next started. Review Days is the only way to open Missing Times, so while the banner is hidden the list cannot be opened; restart ElderSuite to bring the banner back. Opening the window does not require a separate permission beyond reaching the Client Center.

2. Read the Days List

The middle of the window holds a read-only list with seven columns: Client, Date, Pick Up 1, Drop Off 1, Pick Up 2, Drop Off 2, and What Is Missing. Each row is one client on one past day. Nothing in the list can be typed into, and only one row can be selected at a time.

A whole day has a first pick up and a last drop off, with the middle drop off and middle pick up either both entered or neither, and all times running forward through the day. Anything else with incomplete times is listed. What Is Missing names the problem for that row so you know which time to finish before you open the day.

Only days with a blank or Pending claim status appear. A submitted or paid day is not listed here. Today is never listed — a client who has arrived and not yet left is the ordinary state of the current day. The list covers the same last-90-days window the banner uses.

3. Enter Missing Times When the Client Attended

Select the day’s row, then click Enter Times... at the left end of the action bar, or double-click the row when that button is enabled. Attendance & Transportation Records opens on that date with that client focused. Enter the missing pick-up or drop-off time and click Save & Close.

When you return to Missing Times, the list re-reads itself. A day whose times are now whole is already gone, and the Client Center banner count updates with it. A Limited Access user needs the Edit Attendance & Transportation Records permission for Enter Times...; without it the button stays grayed out and the list stays read-only.

4. Clear Times When the Client Did Not Attend

If the client did not attend and times were entered by mistake, open the day the same way with Enter Times.... On Attendance & Transportation Records, clear all four time columns on that client’s row and click Save & Close. There is no Delete button on that screen — clearing the times is how a day is removed.

If the day has an ISS Service Log, ElderSuite asks “Do you want to delete the service log as well?” as soon as the times are cleared. Click Yes to delete the log with the times. Click No to keep the log; the day then stays on Missing Times until the times are entered.

Back on Missing Times, the day drops off the list because it no longer has incomplete times to report, unless its ISS Service Log was kept. Use this path only when the client did not attend; if they did, enter the missing time instead.

5. Refresh the List and Close

Click Refresh to re-read the list after someone else has been working, or when you want to confirm the count. Returning from Attendance & Transportation Records after Enter Times... already re-reads the list, so a finished day disappears without an extra click.

The count text on the action bar reads “No days to review”, “1 day”, or names how many days remain. When nothing is left, the missing-times banner on the Client Center comes down by itself. Click Close to return to the Client Center.

For the wider attendance workflow from sign-in through billing, see Adult Day Care Attendance Tracking: From Sign-In to Billing.

⚠ Incomplete Days Earn No Units Until Times Are Whole

A day left on Missing Times earns no units and is held back by Scrub Claims until its times make a whole day. Enter the missing times when the client attended, or clear the times when the client did not. Leaving an incomplete day on the list is leaving a day the center is not paid for.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.