How to Print the Daily Attendance Record (Form 3683) in ElderSuite

📝 Overview

Form 3683 is the Daily Attendance Record for one Monday-to-Friday week of service. It lists every client whose start date is on or before that Friday and who was not withdrawn on or before that Monday, and it opens as a weekly printout you can review, print, or save. Running the report only reads your records; it does not save, change, or delete any client or attendance record.

The report opens from the Client Reports list in the Report Center. See the ElderSuite Report Center Overview for that screen. For help choosing among attendance and absence reports, see How to Print Attendance and Absence Reports in ElderSuite. To enter or correct times, see How to Record Attendance and Transportation Times in ElderSuite.

⚙ How It Works

Where Form 3683 Opens From

Opening Daily Attendance Record - Form 3683 from the Client Reports tab, with View Report or a double-click, brings up a window titled Attendance Record - Form 3683. The window has a Start Date, an End Date, a Preview button, and a Cancel button. There is no client filter on this window.

Form 3683 is a different report from the monthly Attendance Calendar (Form ES3100), the date-range Attendance Summary (Form ES3000), and the daily transportation route sheet, Form 3682.

Choose a Monday-to-Friday Week

The window opens with the Monday of the current week in Start Date and the Friday of the current week in End Date, so the current work week can be previewed without changing the dates. The two fields are paired. Choosing a Monday in Start Date moves End Date to that week’s Friday. Choosing a Friday in End Date moves Start Date to that week’s Monday. Choosing any other day of the week leaves the other date unchanged.

Form 3683 covers exactly one Monday-to-Friday week. A single day, a weekend, or a span longer than that week is outside what this report produces. Attendance recorded on a Saturday or Sunday is outside this printout. The five weekday dates printed at the head of the day columns come from the Start Date’s week.

Preview, Print, or Save the Record

Preview builds the document and opens it in the Report Viewer inside ElderSuite. It does not send anything to a printer. A please-wait indicator appears while the pages are prepared. Print or save from the viewer; see How to Use the Report Viewer in ElderSuite. To keep a copy after the viewer is closed, save it there first.

Each page shows the facility name, the State Provider ID from Provider Information, the five weekday dates, and up to twelve client rows. Each row shows only that client’s own pickup and drop-off times for each day and that client’s unit total for the week. A client with no attendance that week still gets a row, with the day boxes and the unit total left blank. More than twelve clients becomes a multi-page document with page numbering. The finished pages cannot be typed into. If something on the printout needs to be corrected, update the underlying attendance, client, or provider information and run the report again.

Once Preview gets past the date checks, the Form 3683 window closes, whether the document opens or a later message appears. Another week is started again from the Report Center. Cancel or the Esc key closes the window without producing a document.

When Dates Are Invalid or No Report Opens

If the dates do not describe one Monday-to-Friday week, ElderSuite shows Invalid Dates with the text “This is a weekly report. You must choose 5 consecutive days starting on a 'Monday' and ending on a 'Friday'.” That message appears when Start Date is not a Monday, End Date is not a Friday, or the two dates are more than five days apart. If Start Date is later than End Date, the message is “The Starting Report Date must occur before the Ending Report Date. You have selected dates that are invalid.” No report is produced, and the window stays open with the dates unchanged so they can be corrected and previewed again.

If the first page is not created, including when no clients are found for the chosen dates, ElderSuite shows Report Failed with the text “The report was not generated successfully. Please try again.” No document opens, and the Form 3683 window has already closed. Start the report again from the Report Center. If the computer does not have enough disk space to write a page, the message is Unable to Save: “ElderSuite is unable to create this report because there is not enough available space on your disk.”

⚠ Choose a Monday or Friday So the Other Date Follows

The automatic pairing runs only when you choose a Monday in Start Date or a Friday in End Date. If you change one date to a different weekday, the other date stays as it was, and Preview then shows Invalid Dates. To move to another week, choose the Monday that begins it; End Date fills in as that week’s Friday.

💡 Need More Help?

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