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# How to Take Attendance
This guide explains how to record attendance for UAG sessions.
## Prerequisites
Before you begin, make sure you have:
- [ ] Git installed and configured on your computer (see [git.md](git.md) for setup instructions)
- [ ] A cloned copy of the records repository
- [ ] A text editor (VS Code recommended)
## Understanding Attendance Records
Each attendance record is a JSON file stored in the `records/attendance/` folder. The file contains:
- **session**: A unique identifier in the format `YYMMDD` (or `YYMMDD-#` if there are multiple sessions on the same day)
- **members**: A list of Discord user IDs for everyone who attended
## Step-by-Step Guide
### Step 1: Get the Latest Records
Open a terminal in your repository folder and run:
```bash
git pull
```
This ensures you have the most up-to-date version of the records.
### Step 2: Create a New Attendance File
1. Navigate to the `records/attendance/` folder
2. Create a new file named with the session date in `YYMMDD.json` format
**Example:** For a session on January 31st, 2026, create a file named `260131.json`
> **Note:** If there are multiple sessions on the same day, add a number suffix: `260131-2.json`, `260131-3.json`, etc.
### Step 3: Add the Attendance Data
Copy this template into your new file:
```json
{
"$schema": "./_schema.json",
"session": "YYMMDD",
"members": ["discord_id_1", "discord_id_2", "discord_id_3"]
}
```
Then fill in the details:
1. Replace `YYMMDD` with the actual session date (e.g., `260131`)
2. Replace the example Discord IDs with the actual IDs of members who attended
### Step 4: Get Discord User IDs
To find someone's Discord user ID:
1. Open Discord
2. Go to **User Settings** → **Advanced** → Enable **Developer Mode**
3. Right-click on a user's name
4. Click **Copy User ID**
### Step 5: Save and Verify
1. Save your file
2. Make sure the JSON is valid:
- All strings are in double quotes `"like this"`
- Items in the array are separated by commas
- No trailing comma after the last item
**Example of a completed attendance file (`260131.json`):**
```json
{
"$schema": "./_schema.json",
"session": "260131",
"members": ["328938588127625216", "723361818940276736", "123456789012345678"]
}
```
### Step 6: Commit and Push Your Changes
Open a terminal in the repository folder and run these commands:
```bash
git add records/attendance/260131.json
git commit -m "Add attendance for session 260131"
git push
```
Replace `260131` with your actual session date.
## Quick Reference
| Field | Format | Example |
| ---------- | -------------------------------- | ------------------------------ |
| Filename | `YYMMDD.json` or `YYMMDD-#.json` | `260131.json`, `260131-2.json` |
| Session ID | `YYMMDD` or `YYMMDD-#` | `260131`, `260131-2` |
| Discord ID | 17-19 digit number as string | `"328938588127625216"` |
## Troubleshooting
### "Invalid JSON" Error
Common JSON mistakes:
- Missing quotes around strings
- Missing comma between array items
- Extra comma after the last item in the array
- Using single quotes instead of double quotes
### Git Push Fails
1. Make sure you've pulled the latest changes first: `git pull`
2. Check that you're authenticated properly
3. See [git.md](git.md) for more Git troubleshooting
### Multiple Sessions on Same Day
If you're recording a second (or third, etc.) session on the same day:
1. Name the file with a suffix: `260131-2.json`
2. Update the session field to match: `"session": "260131-2"`
## Questions?
If you're unsure about anything, ask a team member before submitting. It's better to ask than to submit incorrect records!
|
