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Adding attendance records to Zoho CRM

Updated: Sep 7

Class attendance is a powerful predictor of student's willingness to give us a review, and also re-enrollment outcomes. Based on previous seasons, classes with irregular attendance tell us whether students will drop out of the program before graduation.

The attendance records also reflect the quality of the student's experience with our instructors, curriculum, location and other considerations. They surely wouldn't miss a class if it's the best part of their week.

Instructors take attendance using our Web App. The records, however, aren't integrated to our CRM. It's important to update a student's attendance to their CRM profile as it gives us better picture of our academy's relationship with that individual student. Also, this allows us to easily generate reports.

Below is the student support specialist's step-by-step guide in adding attendance records to our CRM.

  1. Go to the Zoho Creator link of our Attendance Web App. Please make sure you're logged into Zoho using email.

  2. Select Attendance Summary then click the three-bar icon on the upper right corner beside the search icon.

  3. Click Export and select "XLS".

  4. On the pop-up window, make sure all columns/fields are selected. Click "Export" button. The excel file will save to your local computer.

  5. Go to Zoho CRM and view the "Attendance" module.

  6. Click the arrow next to the "Create Attendance" button. It's located on the upper right side.

  7. Select "Import Attendance". Upload the excel file. Once uploaded, click "Next".

  8. Select "Both" when asked "What do you want to do with the records in the file?" Also, find existing records based on "Session ID" and tick the checkbox that says empty values will not be updated. Click "Next".

  9. Now you'll map the columns to our CRM fields. Typically everything is automatically mapped except for "ProgramID" field. Map it to Linked to Program > Program ID then hit "Next".

  10. Click Finish.

  11. Wait for the file to successfully import. Afterwards, fill out the "Week Number" column of the newly added records.

  12. Tag the present students (don't include the absent students) by going to the Students section of the attendance record. Click "Assign".

  13. Search for the student name and then add them to the attendance record by ticking the checkbox beside their name. When done adding all present students, click "Confirm".

  14. To make sure all records are tagged to the students, please use the pre-saved filter "Needs Tagging" Note: When you tag students, their attendance record will also reflect on their individual student profile.

  15. You're done! Go to Reports module > Attendance Reports folder to monitor attendance.

Watch this video for a demonstration.


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