CitiSpan reporting is manual — every single week.
Log in, export, reformat, upload, then chase cryptic rejects. It's slow, it's easy to get wrong, and it almost always falls on one already-stretched person.
Log in & export
Dig out the CitiSpan password and pull this week's attendance out of your tracking system.
Reformat by hand
Reshape the data to match CitiSpan's import format and activity codes — every week.
Upload & pray
Submit the file, then decode whatever bounces back. There's no test environment and no API — every upload is live.
Clean up the calendar
CitiSpan fills in every weekday, holidays included. Miss a closure and each closed day counts as a day every child was absent.
Validation result Total records in upload file: 110 Total records uploaded: 96 Records returned with errors: 14 row 14 REJECT YouthApplicationNotSubmitted row 22 REJECT YouthApplicationNotSubmitted row 31 REJECT NoMatchingPerson …now figure out which kid, and why. (Their forms looked complete. They weren't marked submitted.)
Three steps to take CitiSpan off your plate.
Connect
Add us as a user on your grant in CitiSpan and we map your activities to your sites. You never share your own password — no spreadsheets, no IT ticket.
- Add us as a CitiSpan user — never your password
- Map activities to your program sites
Automate
Every week we enroll, file, and reconcile for you, on schedule, without anyone lifting a finger.
- We wait until every site's report is in, then upload — Learn24 only updates once everything's complete
- A week is never posted twice
Report
You get a plain-English email: what posted, what's blocked, and exactly who needs a youth form — no decoding required.
- Clear summary of what posted this week
- Named list of who needs a form, in plain English
The whole CitiSpan job — not just the upload.
Attendance is the part everyone sees. These are the parts that actually eat the week.
Enrollment, end to end
Register, submit, enroll — the full three-step CitiSpan chain, including the walk-ins who turn up mid-season. Your enrollment tab is never empty at the wrong moment.
Weekly attendance, filed for you
We wait until every site's report is in, then file — because the funder only updates once everything's complete. A week is never posted twice.
Corrections that stick
Fix a day that already posted and CitiSpan refuses the re-upload. We push the correction through the portal on the next run — nobody re-keys anything, and the record ends up right.
Upload rejects, resolved
A name spelled two ways, a duplicate person record, a birthdate that doesn't match, a template that quietly gained required columns this year, a profile that looks complete but was never marked submitted. We catch those before the file goes up, and fix the ones CitiSpan bounces — so every child's attendance actually lands.
Site coordinators, kept on track
Each site lead gets a simple weekly check-in form on your own web address, and a reminder if theirs isn't in. One coordinator running late no longer holds up every other site's attendance.
Consent and survey gaps, by name
FERPA releases, youth survey consent, and whether each child has actually completed the youth survey — tracked per child and reported by name until they clear. We never submit a consent form on a child's behalf.
Closed days off your schedule
CitiSpan builds your activity schedule from a start date, an end date and your weekdays — Thanksgiving, winter break and spring break included. We take school closures and snow days off it, so a day you didn't run never drags down your attendance rate.
Funder-ready reporting
"Did any of these kids attend any day in the last four weeks?" comes back as a clean workbook, not a research project — so board and funder questions get answered the same day.
School year and summer, both
They're different grant streams with different reporting, and they break in different places — a 30-week season where the risk is a site coordinator who never submits, and a summer where forty families walk in on day one and the enrollment chain has to clear before attendance will post at all. We run both, on the same account.
It doesn't quietly break — and it won't quietly lie
Every write is previewed before it commits and re-read from the portal afterward. If the numbers don't reconcile, the run refuses to record a success rather than reporting one that didn't happen. If Cityspan changes a form, the automation stops and tells us instead of guessing. And if the whole thing ever goes silent, a watchdog running outside the system raises a human. That's the difference between an automation you can put in front of a funder and a script that fails quietly for three weeks.
We've already done this, week after week, for a real DC youth nonprofit.
One program's enrollment, weekly attendance filing, consent tracking and funder reporting ran on Attendance Autopilot through the school year and the summer — accurate, on time, rejects triaged, a clean report every week. We're not pitching a prototype; we're opening up something that already works.
We came into a program whose enrollment tab was still empty two weeks into the season. We ran the full three-step chain for all 64 participants — including the walk-ins who registered on site — and their attendance filed itself every week after that, through the end of the season.— Case notes from the live deployment this product is built on. Named reference available on request.
Your data stays yours — handled the way student data should be.
Built for the sensitivity of youth attendance and the accountability of grant compliance.
Our own login, never yours
You add us as a separate CitiSpan user on your grant, so you never hand over your password. That login lives in an encrypted secret store, is used only for your reporting, and you can switch it off in CitiSpan at any time.
We never auto-submit consent forms
Youth consent and application forms are flagged and escalated to a human — we will never submit them on a child's behalf.
A full audit trail
Every login, upload, and decision is logged with a timestamp — so you can show a funder exactly what happened, and when.
Your data stays yours
We never sell or share your attendance data. Export or delete it any time — it belongs to your program, not to us.
Scoped to your reporting, nothing else
The automation does exactly the jobs you hired it for — enrollment, attendance, and consent status for your own participants. It touches nothing else in your account.
No lock-in
Your data stays in the systems you already use — your CRM, your forms, your CitiSpan account. We move it between them for you, and every roster, export and report we produce is yours to keep.
Built by people who live in CitiSpan
We handle CitiSpan's quirks — youth-form submission gates, reject codes, the submission flags — so your staff don't have to. And the automation never depends on one person: reporting keeps running even when your coordinator is out.
Questions program directors actually ask.
Do I have to give you my CitiSpan password?
No. You add us as our own user on your grant in CitiSpan, the same way you'd add a staff member. Every action we take shows up under that user, and you can remove it whenever you like.
Do you ever submit youth consent forms?
No — never. When a participant's youth registration form isn't submitted, we flag it and escalate to a human. We never submit a consent form on a child's behalf. That's a hard boundary, by design.
What if a student isn't registered in CitiSpan yet?
We register them. Getting a child into CitiSpan is a three-step chain — register the person, submit the youth profile, then enroll them into the activity — and only the third step makes them count. We run all three, including for the walk-ins who show up mid-season. Anything genuinely blocked (a missing consent, a missing school) comes back to you by name, with what's missing.
Our coordinator sometimes fixes attendance after it's posted. Does that break it?
No. CitiSpan refuses a re-upload for a day that already has a posted status, which is why hand corrections so often get abandoned. We push the correction through the portal on the next run instead, so the record ends up matching your sheet without anyone re-keying it.
Which cities and funders does this work with?
It's built for Cityspan-based reporting. We're live today on DC Learn24. Other Cityspan-based funders — SF DCYF, 21st CCLC, United Way–funded programs — use the same platform with their own forms and field sets, so we scope those per program before we quote. If you report into Cityspan today, send us a screenshot of your upload template and we'll tell you straight away.
We run both a school-year program and a summer program. Are those different?
Different grant streams, different reporting, and they fail in different places — so yes, and it matters. The school year is a 30-week grind across multiple sites where the usual breakdown is one coordinator who doesn't get their report in, which stalls the whole upload. Summer is a burst: families walk in on day one, and until the full register-submit-enroll chain clears for each child, their attendance won't post at all. We handle both on the same account, and we've run both for the program this is built on.
We run a lot of activities. Is that a problem?
No. Some programs have one activity per site; a school with forty clubs has forty activity IDs. We map every activity to its site once during setup, and after that one weekly upload covers all of them.
Does CitiSpan have an API you plug into?
No — CitiSpan has no API and no test environment, so every upload goes straight into your live record. That's why every file we build is checked before it goes up, and every run is re-read from CitiSpan afterward to confirm what actually posted.
How long does setup take?
One working session with us, usually about an hour. We connect your account, map your activities to your sites, and verify your first live run together before anything runs on its own. Most programs are fully running within a week.
Can I cancel anytime?
Yes. No long contracts. Cancel whenever you like and we stop all runs, you remove our CitiSpan user, and we export and then delete your records.
One service. The whole CitiSpan workload.
Every program gets the same engine, whatever its size. We scope each program on a short call — how many sites, which grant streams, what you want off your plate — and give you a straight answer the same week.
Every program gets
The work your staff does by hand today.
- The full enrollment chain — register, submit, enroll
- Participant uploads cleaned up before they bounce: name mismatches, duplicates, missing required fields
- Weekly attendance filed, never double-posted
- Corrections pushed through after a day has posted
- School closures and snow days cleared off your schedule
- Consent, FERPA and youth survey gaps reported by name
- A plain-English report every week, and every reject explained
Add what you need
Scoped to how your program actually runs.
- A weekly check-in form for each site coordinator, with reminders until it's in
- Hosted registration forms that feed straight into enrollment
- Funder and board reports on request — attendance by child, by site, by week
- Rosters for your site leads, kept in step with CitiSpan
- Org-wide rollups for multi-site programs
Funders & intermediaries
Mandate CitiSpan reporting across a grantee roster? Onboard a whole portfolio at once, with rollup compliance visibility for your team.
Every engagement starts with onboarding — we set up your sites, map your activities, and verify your first live run with you.
Get your CitiSpan reporting off your plate.
The new grant year starts October 1. Tell us where you report and we'll get Attendance Autopilot running for your program before the first week's numbers are due.
- No more Monday-morning CitiSpan scramble
- Enrolled, filed, and consent-tracked without the manual work
- A clear report, every week, in plain English
Email us — a real person answers.
Tell us who you report to, how many sites you run, and what's giving you trouble in CitiSpan. We'll reply within one business day to set up a call.
Email us to set up a call →Onboarding included · No long contracts · Cancel anytime