The OneTap digital check-in app is ideal for art schools, especially those running in-person classes and community classes.
This case study covers how an art school previously struggled with various attendance methods, from building an in-house system to using fingerprinting hardware and manual paper sheets. They needed to track student activity, class attendance, teacher involvement, and billing while scaling their business and managing more students and instructors.
OneTap offers a standardized solution, allowing easy setup, tracking, and reporting. The video demonstrates how to create a check-in process, download detailed reports on individual and class-level attendance, monitor student progress, and manage billing efficiently as the school expands.
Key objectives
- See which students are active - who’s attending classes!
- Which classes are popular (or which instructors).
- Keep track of progress (with photos).
- Track extra classes or hours.
- Identify students for reminder emails - e.g. students who missed class.
- Identify students who attend frequently or miss sessions.
- Track attendance for billing.
- Lookup attendance data if parents ask.
Who
Are you an art school offering in-person classes where students pay by the month, semester, or year?
Have you already tried?
- Building an attendance system in-house?
Yikes, those can be very expensive and talk about working with developers
- Fingerprinting hardware (sold from China)
Creates long lines outside your door, and not to mention the privacy scare. - Tried to keep track of passes on paper sheets, e.g. how many classes a student has used
- Imagine paying $60/day just to do attendance
Manual labor, hiring someone for attendance can be expensive in the US. - Scanning paper sheets, input them in manually by hand
The manual work is just tedious, annoying, and so repetitive and prone to human errors
Why now?
- Scaling up the business and opening more locations
- Need for more structured systems
- Attendance tracking has become too cumbersome and tiring
- Increased volume with more kids attending
- Desire to create a standardized process
- Managing more instructors and teachers
- Ensuring accurate payroll
- Gaining a deeper understanding of business operations
We will analyze reports to track student attendance for a given month, identify those who missed classes for follow-ups, and review daily check-ins. Using pivot tables, we can filter data by custom fields, such as attendance by levels (e.g., Level 1), check-ins on specific days like Wednesdays, total hours spent, and details about who attended the 5 p.m. class, including late or early arrivals.
References
If your date value on the Excel report looks likes this “2024-10-02 06:28PM -04:00”
To get the date like this “2024-10-02” you need to use the formula
=LEFT(A1, 10)
To get the time like this “06:28 PM”, use the formula
=TEXT(MID(A1, 12, 8), "hh:mm AM/PM")