Sometimes a person is not with the group, and that is expected: a student goes home early with a parent, the nurse takes someone to urgent care, a chaperone stays at the hotel with a sick student. Mark them away from the group so attendance stops expecting them. They stay on every list, greyed out, so nobody forgets them, but they are not counted until someone brings them back.
Any trip staff member (organizer, co-organizer or chaperone) can do this. A chaperone limited to their own group can only mark travelers in that group.
Mark someone away
On the phone: on the Attendance screen, or on a checkpoint, press and hold the person's name. Choose a reason, add a note if it helps, and tap Save.
On the website: on a checkpoint's list, open the ⋯ menu at the end of the row and choose Mark as away from the group….
You can also do it from a traveler's profile (Mark as away from the group), and for a staff member from Staff & permissions.
The reasons are:
- Left the trip early
- With a parent or guardian
- At the nurse or getting medical care
- Staying with a traveler (staff only, for example the nurse who went with a student)
- Stayed back (for example, at the hotel)
- Joining the group later
- Other
The note is for staff only. It is shown in the app but never on a lock screen.
When you mark someone away, the other staff get one notification. A medical reason is not spelled out in the notification, only that the person is away. If you mark yourself away, you are not notified about it.
What changes while someone is away
- They move to the bottom of the attendance list, under Away from the group, greyed out, with when they left and why. Tapping them never checks them in.
- They are left out of every count and total, out of All present, and out of Notify staff. The staff message adds a line that says who is away, so nobody reads the smaller number as someone forgotten.
- Their profile shows the away card at the top.
- The roster, the bus list and Staff & permissions show an Away label, and the roster has an Away filter.
- On the trip home, staff see an item that says how many people are away.
- On a room check, the room shows a short note next to their name, for example "Stayed back from today's activities. They should be in their room." Room checks work as usual.
Bus count-off
Someone who is away is never counted as missing on a bus. The trip's organizer chooses, on the count-off screen or the website's Buses page, how away people appear:
- Show them greyed out with a Skip button (the default). They come up at their count-off number. Tap Skip to move on; they are neither present nor missing. If they are actually there, tap They're back: they are no longer away and are counted present. The saved result says, for example, "26 present · 0 not here · 1 away (skipped)".
- Leave them out of the count-off. They do not come up at all, and the bus list says, for example, "1 person on Bus 2 is away and is left out of this count."
Trips with more than one day
Away lasts until someone ends it. It does not end at midnight, when General attendance clears itself, when a scheduled event starts a fresh list, or when someone starts a checkpoint over. A chaperone who stays at the hotel on Tuesday stays away on Wednesday until you bring them back. When the start was on another day, the list says so, for example "Away since Tue 9:15 AM".
When the trip is marked completed or cancelled, everyone still away is brought back automatically.
Bring someone back
Press and hold the greyed name on the phone (or use the ⋯ menu on the website) and choose:
- Back with the group: they are counted again, starting as not checked in.
- Back and checked in: they are counted again and checked in on the current checkpoint.
You can also use Back with the group on their profile. Bringing someone back does not send a notification.
No signal
On the phone, marking someone away or back works without a connection. It is saved on the phone, even if the app is closed, and sent when the connection returns. If another staff member changed the same person before your change arrived, their change stands and yours is not applied, so check the list. When you were online and this happens, the app tells you right away.