How to Print Attendance and Absence Reports in ElderSuite

📝 Overview

Use the Report Center when you need to print attendance or absence information that has already been recorded in ElderSuite.

Open Report Center from the ElderSuite main menu and click Client Reports. Highlight the report you want in the Report List, then click View Report or double-click the report name.

These four Client Reports answer the most common attendance questions:

• Attendance Calendar - Form ES3100 prints a monthly calendar of the days a client attended, with times and unit totals.
• Attendance Summary - Form ES3000 lists attendance dates, payment types, times, and unit totals for a date range, across the clients who attended.
• Daily Attendance Record - Form 3683 prints the weekly Monday-to-Friday attendance record. The window that opens is titled Attendance Record - Form 3683. That is the right dialog.
• Client Absence Report - Form ES1201 lists clients who had no attendance or transportation records in the date range you enter.

Daily Transportation Record - Form 3682 is a different report. Client Roster - Form ES1200 is a roster, not an absence listing.

These reports do not add, change, or delete attendance. Click Preview to build the report, then print it from the report viewer.

⚙ How It Works

1. Open Report Center and Choose the Report

Open Report Center from the ElderSuite main menu and click Client Reports.

Highlight the report that matches what you need, then click View Report or double-click the name. Close the print options dialog to come back to the Report Center with the same tab showing.

2. Print a Monthly Attendance Calendar

Choose Attendance Calendar - Form ES3100.

The dialog opens with the current month and year already selected. Open Select Client(s) and tick one or more clients. Only active clients appear. Leave the month and year, or change them to the month you want. The report always covers one calendar month.

Click Preview. ElderSuite builds a Form ES3100 calendar for each ticked client who attended in that month and joins them into one report. Clients with no attendance that month are skipped.

If no ticked client attended, ElderSuite shows There were no records found for your client selection. Please try again. and no report opens.

If no client is ticked, ElderSuite shows You must select at least one client before continuing.

The calendar cannot show days a client was out. For that listing, use Client Absence Report - Form ES1201.

3. Print an Attendance Summary for a Date Range

Choose Attendance Summary - Form ES3000.

The dialog opens with Start Date and End Date already set to today. Set both dates to the period you want and click Preview.

The report lists every attendance record in that span, with dates, payment types, times, and unit totals. There is no client picker. It is the report to use when you need a whole period in one pass instead of one calendar month.

If the range has no attendance, ElderSuite shows There were no records found for the selected date. Please try a different date. The dialog stays open so you can try another range. Check that Start Date is not later than End Date. The same message appears when the dates are reversed.

4. Print the Weekly Attendance Record

Choose Daily Attendance Record - Form 3683. The window that opens is Attendance Record - Form 3683.

The dialog opens with the Monday and Friday of the current week already filled in. Click Preview for this week, or set Start Date to the Monday of the week you want. When Start Date is a Monday, End Date moves to that week's Friday.

Form 3683 always covers exactly one Monday-to-Friday week. If the dates do not describe one Monday-to-Friday week, Preview shows Invalid Dates and no report is produced. The usual wording is This is a weekly report. You must choose 5 consecutive days starting on a 'Monday' and ending on a 'Friday.'

Form 3683 is Monday through Friday. A Saturday or Sunday attendance record is not on this printout.

5. Print a Client Absence Report

Choose Client Absence Report - Form ES1201.

Set Start Date and End Date to the period you are reviewing and click Preview. Both dates start on today. The report does not ask for a client, a payment type, or any other filter.

The Report Description on Report Center says a client is considered absent when no attendance or transportation records are found for the date range. A client who attended even once in that range is not on this listing.

If no clients come back, ElderSuite shows No clients found for the selected date range. under No Data, and the window closes.

Do not choose Client Roster - Form ES1200 when you need absences. That is a roster.

✅ Important Limitations

These reports only read saved attendance. If times have not been saved, the calendar and the summary have nothing to print, and the absence report may list people you expected to see as present.

The Attendance Calendar covers one month. Clients with no attendance that month are skipped. Only active clients appear in Select Client(s).

The Attendance Summary and the Client Absence Report have no client picker.

Form 3683 covers one Monday-to-Friday week. It cannot print a weekend day or a span longer than that week.

The Client Absence Report cannot list the days one client missed. It lists clients with no attendance or transportation records in the range.

Daily Meal Count & Attendance - Form 1535 is a Nutrition Reports form. It is not the attendance calendar or the weekly attendance record.

⚠ The Attendance Calendar Cannot Show Absences

Attendance Calendar - Form ES3100 prints the days a client attended. If none of the ticked clients attended in that month, you get There were no records found for your client selection instead of a report.

To list clients with no attendance or transportation records in a date range, open Client Absence Report - Form ES1201, set the two dates, and click Preview.

💡 Need More Help?

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