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Attendance & Service Tracker

Daniel Cheeseman
  • Updated

Attendance & Service Tracker

 

This article is designed for Admins and Authorized Users and provides a comprehensive guide to every function within IamResponding's Attendance & Service Tracker. This includes configuring classes and certifications, logging training sessions and incidents, and generating points and attendance reports.

 

Prerequisites

 

Before you begin, ensure the following:

  • An admin has enabled your profile to access the Attendance and Service Tracking & Reporting
  • (Optional but Recommended) Your department has defined how it assigns Attendance/Service points. This is crucial whether you are tracking hours of service for tax incentives or points for a LOSAP (Length of Service Award Program).
  • I highly suggest administrators do the data entry/input such as the name of the Class, Training, Event and add their attendance, limiting the access to the feature. 

 

How to Access the Attendance and Service Tracker

 

  1. Log in to IamResponding on a PC.
  2. Select Administrative functions.
  3. Choose Attendance and Service Tracker.

Note: If you do not see this option, contact the person in charge of IamResponding in your agency to be granted access.

 

Core Tracker Functions Overview

 

Agencies are encouraged to define how they wish to utilize this feature, but here is a breakdown of the four main sections:

Feature Purpose When to Use
Manage Classes / Certifications Track member certifications and professional credentials (e.g., NFPA 1001, CPR, EMT). When a member completes or renews a certification or formal class, especially anything with an expiration or that requires proof.
Manage Training / Drills Track in-house training sessions and drills with member attendance. Anytime you run a scheduled training night, drill, practice, or skills session.
Manage Events Record non-emergency, non-training activities that still count as service. Examples: Public education, parades, meetings, work details, fundraisers, standby at community events, apparatus maintenance nights, committees.
Manage Incidents (Fire/EMS/Other) Track emergency responses and who attended. Anytime members respond to a fire, EMS call, rescue, MVA, hazmat, or any operational incident.

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Manage Classes / Certifications

 

Tracking classes and certifications is a two-step process: first, you create the class name; then, you assign the completion record to your members.

 

Step 1: Add / Edit / Delete Class Names & Details

 

Define each certification or class once (e.g., NFPA 1001, EMR, First Aid).

  1. Go to Administrative functions → Attendance and Service Tracker.
  2. Under Manage Classes / Certifications, click Add/Edit/Delete Class Names and Details.
  3. Complete the 4-step panel:
    • Class Name & Type: Give the class a clear name and select the appropriate type (certification/training).
    • Default Hours / Points (optional): Enter defaults if you award hours or points automatically for completion.
      |
      • Tip: If you are using this system strictly to track hours of service, use the service points field as "total hours."
    • Click Update to save.
  4. To Edit/Delete: Open the same page, select the existing class, make changes, and click Update. Use Delete only when absolutely sure, as it may affect historical records.

 

Step 2: Add Class Completion for Groups

 

Quickly credit multiple members at once for completing the same class/certification.

  1. Go to Administrative functions → Attendance and Service Tracker.
  2. Under Manage Classes / Certifications, click Add class completion for groups.
     
  3. Follow the 3 steps:
    • Select Class: Choose the class/cert you defined above.
    • Select Members: Pick one or more individuals 
    • Set Completion Details: Enter the date completed, hours/points awarded (pre-filled if you set defaults), and expiration date if applicable.

       
  4. Click Update to save and apply to all selected members.

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Manage Training / Drills

 

Log a training session or drill once and attribute attendance to all participating members.

 

Create a Drill and Attendance

This heading allows naming conventions, such as "Search and Rescue - national park" and the ability to add/change/update individual hours that can be viewed in the Training and Drills report.

 

  1. Go to Administrative functions → Attendance and Service Tracker.
  2. Under Manage Training / Drills, click Create a Drill and attendance.
  3. Complete the 4 steps:
    • Drill Details: Enter a title (e.g., “Ladder Ops – Oct 12”), date/time, location, and a description/objectives.
    • Hours / Points: Enter the duration and/or points awarded.

    • Attendance: Select all members who were present (use group filters to speed selection).
  4. Click Save.

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Manage Incidents (Fire/EMS/Other)

 

Capture attendance and participation for operational incidents.

  1. Go to Administrative functions → Attendance and Service Tracker.
  2. Under Manage Incidents (Fire/EMS/Other), click Add an Incident and Attendance.
     
  3. Follow the 8 steps (fields may vary by agency):
    • Incident Type: Fire, EMS, or Other (choose the best fit or edit your agency's list).
    • Incident Date/Time: Open/close times if tracked.
    • Location: Address, intersection, or validated map location.
    • Narrative/Notes: Brief summary and internal-use notes.
    • Units/Apparatus (optional): Indicate which units responded.
    • Hours / Points: Enter service/attendance values to award.
    • Attendance: Check all members who responded/participated.
    • Attachments (optional): Photos, PDFs.
  4. Click Save to record the incident and credit attendance.
  5. To Edit: Open the incident entry later to correct attendees or points/hours and Save.

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Manage Events (Community & Internal)

 

Track non-emergency activities such as parades, standbys, fundraisers, school visits, meetings, and work details.

 

Add an Event and Attendance

 

  1. Go to Administrative functions → Attendance and Service Tracker.
  2. Click Manage Events → Add an Event and Attendance.
  3. Complete the form:
    • Event Title: E.g., "Homecoming Parade Standby" or "Monthly Business Meeting."
    • Event Date & Time: Set start/end (use actual hours for accurate service totals).
    • Location: Address or venue name.
    • Event Type: Choose from your agency’s list (Public Education, Standby, Meeting, Work Detail, Fundraiser, Other).
    • Description/Notes: Purpose, objectives, assignment details.
    • Hours / Points: Enter service hours and/or points to award to attendees.
    • Attendance: Check all members who participated (use group filters to speed selection).
    • Attachments (optional): Upload sign-in sheets, photos, or event plans.
  4. Click Save to record the event and credit attendance/service.

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Pull Attendance & Service Reports

 

Use built-in reports to analyze activity by member, group, or category and to export data for external use.

 

Where to Run Reports

 

  1. Go to Administrative functions → Reports.
  2. Select Attendance and Service Points.
  3. Scroll the left navigation to view all Attendance & Service report options.

Common Report Types (Examples)

 

  • By Member: Totals per person for a specific date range.
  • By Department: Overall department attendance report.
  • By Category: Totals by activity type (classes vs. drills vs. incidents).

 

Run a Report

 

  1. Choose the desired report from the left navigation.
  2. Set the Date Range and any required filters (member(s), group(s), class type, incident type).
  3. Click Run / Generate.
  4. Review the results and adjust filters if needed.
  5. Export / Print:
    • Use Export to Excel (XLS/CSV) for sorting, charting, or long-term archiving.
    • Use Print for hard copies or PDFs.

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