Automated Attendance Creation

Effective Date: May 6, 2025

This document outlines how attendance records are automatically created at the API level when specific events occur. The system supports implicit attendance generation in response to the following API actions:

• POST /tasks
  A task is created with the type "Take Attendance".

• PATCH /tasks/{taskId}
  An existing task is updated to have the type "Take Attendance".

• GET /tasks/{taskId}
  A task with the type "Take Attendance" is retrieved.

• POST /sessions?createAttendances=True
  A session is created with the createAttendances flag explicitly set to True.

• GET /coach/{coachId}/teamseasons/{teamSeasonId}/sessions/{sessionId}/attendances
  Attendance records for a session are retrieved, triggering creation first.

Attendance Records Creation

In general, endpoints listed above trigger the core attendance creation flow: createAttendancesForSessionBasedOnTeamSeasonId (located in attendances.xml)

This flow requires 3 key parameters saved in variables:

• vars.sessionId
• vars.teamSeasonId
• vars.sessionDate

The process consists of the following steps:

1. Retrieve Enrollment: The system queries the Enrollment__c object to find all students enrolled in the teamseason:

   SELECT 
    Contact__c
   FROM 
    Enrollment__c 
   WHERE 
    Team_Season__c = ':teamSeasonId' 
    AND Start_Date__c <= :sessionDate
    AND End_Date__c >= :sessionDate
   GROUP BY 
    Contact__c
   

2. Retrieve Existing Attendance Records: The system queries the Attendance__c object to find existing records:

SELECT 
    Id,
    Contact__r.Name,
    Contact__c,
    Attended__c 
FROM 
    Attendance__c 
WHERE 
    Session__c = ':sessionId' 
AND Contact_Record_Type__c = 'SCORES Student'

1. Duplicate Check: The system filters the list of students retrieved in step 1 based on the existing records from step 2:

%dw 2.0
output application/json
var exists = vars.retrieve map (item, index) -> item.StudentId
---
vars.upsert filter (item) -> not (exists contains item.Contact__c)

1. Create Attendance Records: The system performs an upsert operation using the filtered list from step 3, generating attendance records for students with active enrollments who don’t already have records.

2. Retrieve All Attendance Records: All attendance records are retrieved with the student’s name.

SELECT 
    Id,
    Contact__r.Name,
    Contact__c,
    Attended__c 
FROM 
    Attendance__c 
WHERE 
    Session__c = ':sessionid' 
    AND Contact_Record_Type__c = 'SCORES Student'