Qwickly Attendance Pro: Enrollment Verification

Note: This feature is only available with a license of Qwickly Attendance Pro.

---

Overview

Enrollment Verification is a one-time confirmation form that allows administrators to define attendance criteria students must meet in order to be officially verified as having attended a course. Unlike daily attendance tracking, this form is submitted once per term by each instructor and is designed to support institutional compliance needs — such as financial aid distribution — even at institutions that do not use regular attendance taking.

Once instructors have submitted their forms, administrators can review the results using Enrollment Verification reporting in the Qwickly Attendance Pro Reporting dashboard — seeing which students have met the attendance criteria and which instructors have completed their verification forms.

Key Facts
Form type	One-time per course per term (not daily tracking)
Configured by	Administrator (applies globally to all courses)
Completed by	Instructor (once per term, before the due date)
After due date	Form locks automatically — no edits permitted
Results reviewed via	Enrollment Verification Reporting in the Reporting dashboard

---

Who Does What

Role	Responsibility
Administrator	Enables the feature, sets attendance criteria, sets the submission due date, customizes instructor messaging, and reviews results via the Reporting dashboard
Instructor	Completes and submits the form confirming each student's attendance status before the due date

---

Part 1: Administrator Setup

Step 1 — Navigate to Admin Settings

From your Qwickly Attendance admin panel, go to Settings in the left-hand navigation, then select the Attendance tab at the top of the settings page.

Step 2 — Enable Enrollment Verification

Check the box labeled "Enrollment Verification."

The helper text reads: "If checked, instructors will be required to verify each student has met the attendance criteria set below. This tool is independent from taking regular attendance."

Step 3 — Set the Attendance Criteria

Once the checkbox is enabled, Criteria settings appear. Complete the following fields:

• Minimum attendance count: Enter the number of times a student must have attended (e.g., 1). to be considered 'Has Attended.' 
• Date range: Set the start and end dates of the attendance window (e.g., 2024-11-01 to 2024-11-30).
• Submission due date: Set the deadline by which instructors must submit the completed form (e.g., 2024-12-01).

⚠️ Important: At this time, administrators cannot set different criteria or due dates on a per-course basis. The same criteria applies across all courses institution-wide.

Step 4 — Configure Instructor Messaging

The Instructor Messaging section controls the message that appears at the top of the enrollment verification form instructors will see when they open it.

Option A — Use the Default Message

Select "Use default message" to use the system-generated text:

"Enrollment Verification requires instructors to verify that each student has been attending class. Please use the form below to confirm whether each student has attended your class at least {-num-} times(s) between {-start-date-} – {-end-date-}.

Please submit this completed form by the end of day on {-due-date-}. After that time, the form will close and no edits will be permitted."

Option B — Use a Custom Message

Select "Use custom message" and write your own text. You can use these dynamic variables:

Variable	What It Inserts
{-num-}	Minimum number of required attendances
{-start-date-}	Start of the attendance window
{-end-date-}	End of the attendance window
{-due-date-}	Form submission deadline

Step 5 — Save Your Settings

After configuring all fields, scroll to the bottom of the settings page and click Save. The enrollment verification form will become available to instructors immediately.

✅ Tip: Double-check your date range and due date before saving — these settings apply to all courses at your institution and cannot be varied per course.

---

Part 2: The Instructor Experience

Once an administrator has enabled and configured Enrollment Verification, instructors will see the form within Qwickly Attendance. Here is what instructors need to know:

• The form presents a list of all students enrolled in the course.
• For each student, the instructor confirms whether or not the student met the stated attendance criteria by selecting 'Has Attended' or 'Has not Attended.'
• Instructors can enter additional comments for each student within the Enrollment Verification form as needed.
• Instructors can save their progress in the Enrollment Verification form and submit it at a later time if needed. 
• Instructors must submit the form on or before the due date set by the administrator.
• After the due date, the form locks and no changes can be made. Instructors should submit as early as possible to avoid missing the deadline.

🔒 Reminder: Once the due date has passed, the form is permanently closed. There is no override or late submission option. Contact your administrator if you have questions about the deadline.

---

Part 3: Reviewing Enrollment Verification Results

After instructors have submitted their forms, administrators can view the results directly in the Qwickly Attendance Pro Reporting dashboard. Enrollment Verification reporting allows you to see which students have met the attendance criteria and which instructors have completed their verification forms.

Step 1 — Open the Enrollment Verification Report

From the Reporting section, locate Enrollment Verification reporting and click Go. 

Step 2 — Select a Semester

In the Select Semester dropdown, choose the term you want to review. Available options include all configured semesters (e.g., FA24, SPR25, SU25, FA25, SPR26, SU26) as well as a Custom Filter option for custom date ranges. More information on reporting semesters can be found at https://qwickly.zendesk.com/hc/en-us/articles/360045511912-Setting-up-semesters-for-Qwickly-Attendance. 

Step 3 — Choose How to Filter the Report

Use the Filter by dropdown to choose how you want to view the data:

Filter Option	What It Shows
Courses	View enrollment verification form completion status organized by course — useful for seeing which instructors have or have not submitted their forms
Students	View enrollment verification status organized by student — includes a Lookup sub-option to filter by all students or a specific student group

Step 4 — View or Download the Report

Once you have selected your semester and filter, you have two options:

• View Report — Opens the report directly in the browser for on-screen review.
• Download .csv — Exports the report as a CSV file for use in spreadsheet tools or to share with other departments (e.g., Financial Aid, Registrar).

💡 Pro Tip: The CSV export is especially useful for institutions that need to submit enrollment verification data to external bodies such as state reporting agencies or financial aid systems.

---

Important Reminders

• This is separate from daily attendance. Enabling Enrollment Verification does not replace or interfere with regular attendance tracking.
• The form settings are global. All courses are subject to the same criteria and deadline.
• Late submissions are not possible. The form closes automatically at end of day on the due date.
• Criteria cannot vary by course. Contact Qwickly support if your institution needs per-course thresholds.
• Results are accessible by semester. Use the semester selector in the Enrollment Verification Report to review data from past or current terms.

---

Related Articles

• Qwickly Attendance Pro: Data Feeds
• Qwickly Attendance Pro: Enable Authentication for Download Links and Data Feeds
• Qwickly Attendance Pro: Reporting Setup Overview
• Qwickly Attendance Pro: Helpful Articles

Enrollment Verification – Instructor View

Overview

Enrollment Verification in Qwickly Attendance allows instructors to confirm whether each enrolled student has attended class during a specified date range. When Enrollment Verification is enabled by your institution, instructors will see a dedicated form within Qwickly Attendance prompting them to review and submit an attendance status for each student.

---

Accessing the Enrollment Verification Form

When an Enrollment Verification period is active, a modal dialog will automatically appear when the instructor launches Qwickly Attendance from their course.

If the form has already been submitted, a banner notification will appear at the top of the page, confirming the submission, for example:

Enrollment Verification was submitted on [Date] at [Time] by [Instructor Name].

A Reminder dialog may also appear notifying the instructor of the due date for the Enrollment Verification form. It includes a Review Form option to open the form directly.

---

The Enrollment Verification Form

Form Header

At the top of the form, instructors will see an instructional message explaining the purpose of the form:

Enrollment Verification requires instructors to verify that each student has been attending class. Please use the form below to confirm whether each student has attended your class at least [X] time(s) between [Start Date] – [End Date].

The form also displays a submission timestamp if the form was previously submitted:

This form was submitted on [Date] at [Time] by [Instructor Name].

---

Bulk Status Assignment

Near the top of the student list, instructors can quickly set statuses for multiple students at once using the bulk assignment dropdown. There are two options:

• Mark all students as – Applies the selected status to every student in the roster.
• Mark remaining students as – Applies the selected status only to students who have not yet been assigned a status.

The available status to bulk-assign is Has attended.

---

Student Roster Table

The form displays a table with three columns: Name, Status, and Comments.

Each student row contains:

• Student photo (if Photo Integration feature is enabled) – A profile image thumbnail.
• Student name and username/email – Displayed in Last, First format with the username/email shown in parentheses below the name.
• Status radio buttons:
  • Has attended – Select if the student has attended at least the minimum required number of times.
  • Has not attended – Select if the student has not met the attendance requirement.
• Comment field – A free-text input where the instructor can optionally add a note for each student.

---

Submitting the Form

At the bottom of the form, there is a Submit button. Clicking this button saves the current statuses for all students. Importantly, instructors can return to edit the form after submission, as long as the Enrollment Verification period has not closed.

Instructors also have the option to use the Save button save their progress in the Enrollment Verification form and submit it at a later time if needed. 

---

Notes for Instructors

• The Enrollment Verification form is separate from the standard daily attendance-taking interface. It is used specifically to comply with institutional reporting requirements.
• The date range displayed in the form is set by your institution or administrator — instructors cannot change it.
• Statuses within Enrollment Verification are limited to Has attended and Has not attended. These are distinct from the standard attendance statuses (Present, Absent, Excused, Late) used in regular sessions.
• The form can be submitted and re-edited multiple times until the due date passes.
• After the deadline, the form closes and no further edits can be made.