Coordinators fill out one form. Everything else follows.
Coordinators file
Each site lead fills out a short weekly form on their phone: who came each day, staff hours, a few lines on how the week went.
Program report
The moment the last site files, leadership gets one report with every site in it, staff hours on top.
Cityspan & roster update
Where every child stands in Cityspan, what's holding anyone back, and the current roster for each site, before noon.
Attendance posted
The week's attendance goes into Cityspan, gets checked, and you get a confirmation naming anyone who couldn't post yet.
"Your attendance is in."
The note your director reads with coffee. Students and attendance days per site, and a plain-English line for any child whose attendance couldn't post yet.
- Held, not lost. If a name on the form doesn't match Cityspan, that child's days wait and post on their own once the record is fixed.
- Rejects get fixed by us. If Cityspan turns an entry down, we correct it and post it again. You hear about it once, in English.
- No noise. A week with nothing new and nothing wrong sends nothing.
Hi Dana and Marcus,
This week's attendance from the coordinators' reports has been submitted to Cityspan. Here is the summary:
| Site | Students | Attendance days |
|---|---|---|
| Maple Street Elementary | 24 | 88 |
| Cedar Park Middle School | 19 | 67 |
| All sites | 43 | 155 |
Could not be uploaded yet
- Cedar Park: Jaylen Brooks — no Cityspan record matches this name yet. Usually a spelling difference or an application still being processed. His attendance is held, not lost, and posts automatically once the record is matched.
- Maple Street: Cityspan did not accept 2 attendance entries for the week ending October 16. We are correcting and reposting them.
Everything else is in. We are already working the items above and they will post with the next upload. Nothing is needed from you unless we reach out about a specific child.
Where every child stands in Cityspan.
Enrollment problems show up at audit time, months later, unless someone looks every week. This email is that look: who's enrolled, who's stuck and on what, and the rosters attached.
- Stuck kids, by name. A missing birth date, a consent form not back yet, a spelling that doesn't match. You see each one and who's handling it.
- Closures checked. Cityspan fills in every weekday, holidays included. We check your schedule for school closures.
- Rosters attached. The current roster for each site, every Friday, ready for your files or your funder.
- Amira Hassan — application is missing a date of birth, which Cityspan requires. Ms. Alvarez is getting it from the family; we enroll her the same day it comes in.
- Elijah Carter — parent consent form not back yet. He can attend; his days are saved and post once he's enrolled.
- Jaylen Brooks — on the coordinator's form, but no Cityspan record under that name. Checking with Mr. Okafor whether he's listed under another spelling.
One report for leadership. Every site in it.
No more collecting sign-in sheets and texts from each site. Staff hours come first, so payroll takes a glance. Then each site: who came which day, and what happened that week in the coordinator's own words.
- Staff hours on top, totaled per person and per site.
- Attendance per child, per day, straight from the coordinator's form. The same numbers go into Cityspan, so the two always agree.
- The story too. Coordinator notes and a quote of the week, ready for a board update or a funder report.
Staff hours — all sites
| Staff | Mon | Tue | Wed | Thu | Total |
|---|---|---|---|---|---|
| R. Alvarez · Maple St | 3 | 3 | 3 | 3 | 12 |
| T. Nguyen · Maple St | 3 | — | 3 | 3 | 9 |
| D. Okafor · Cedar Park | 3.5 | 3.5 | 3.5 | 3.5 | 14 |
Submitted by R. Alvarez, Thu 6:48 PM
Student attendance
| Student | Mon | Tue | Wed | Thu |
|---|---|---|---|---|
| Amara Johnson | ✓ | ✓ | ✓ | ✓ |
| Daniel Ortiz | ✓ | — | ✓ | ✓ |
| Kayla Simmons | ✓ | ✓ | ✓ | — |
| + 21 more students | ||||
Program narrative
Quote of the week: "Can we do the relay again tomorrow?" — 3rd grader, after Wednesday's field day
The parts that used to eat a morning.
No Cityspan logins
You ask for a Cityspan user to be added for us. We get our own login and never use your password.
No reformatting
The coordinators' form becomes Cityspan's upload file, with the right activity for each site, without anyone touching a spreadsheet.
No mystery rejects
When Cityspan turns a row down, we find out which child and why, fix it, and post it again. The same week never posts twice.
Want these for your program?
Start with a free 30-minute Cityspan check. We look at your activities, your schedule, your youth profiles, how attendance gets in today and any entries Cityspan rejected. You leave with a list of what to fix, whether or not you hand any of it to us.
Email us. A real person answers.
Tell us who you report to, how many sites you run, and what's giving you trouble in Cityspan. We reply within one business day.
Email us for the free check →