Attendance is an optional module. A school can enable or disable it under Settings. When Attendance is disabled, the Registers and Pending Follow-ups sidebar entries disappear, daily registers stop being generated, and absence, late, and follow-up notifications stop going out. The Attendance tab on a student, teacher, or staff profile shows a locked message until the module is re-enabled. Existing attendance records are kept in place and are visible again once the module is turned back on.
Records you’ll work with
| Record | What it is |
|---|---|
| Register | One attendance sheet, scoped to a date, a session, a register type (Student, Teacher, or Staff) and, for student registers, one class stream. Carries a lifecycle status (Open, In progress, Confirmed, Closed) and stamps the user who confirmed it. |
| Attendance row | One attendee’s entry on a register. Created automatically when the register is populated, one row per attendee. Holds the attendance status (Present, Late, Absent, Early Leave, or Activity Leave), expected and actual check-in and check-out times, and any free-text notes. |
| Attendance follow-up | A request for an explanation, raised the moment an attendance row is marked Absent, Late, or Early Leave. Holds a lifecycle status (Pending or Resolved), a resolution note, the staff member who resolved it, and an optional supporting document. |
What you can do
Daily registers
Open today’s pre-generated sheet, mark attendees, confirm, close, or reopen.
Follow up on absences
Record a reason and attach evidence for every flagged absence.
Guardian notifications
What is sent to guardians and to leadership when a register is marked.
Reports
Class attendance, staff attendance, and absenteeism exports.
Daily registers
A register is one sheet for one date, one session (morning or afternoon), and, for student registers, one class stream. The school never has to create them by hand on a normal day: the system generates them automatically at the start of each weekday session. Class teachers open the day’s register for their stream, flip statuses, and confirm.Open today’s register
You will need: the day’s register to have been generated. The system creates registers automatically at the start of each weekday session for every active class stream and one school-wide register each for teachers and non-teaching staff. Registers are only generated for dates that fall inside an active term, set up under Academic Years. Outside an active term, no auto-generation happens; see Generate a register manually for the fallback.
Open Registers
In the sidebar, click Registers. Today’s unconfirmed student registers carry a count badge over the Registers menu entry so class teachers can spot their sheet quickly.
Generate a register manually
Use the manual creator when the auto-generation did not produce a sheet, for example on a weekend, on a public holiday, or when a stream was added partway through a session.You will need: an active term that covers the date you pick. The manual action lets you back-date a register up to today; future dates are not allowed.
Open Registers and click Create Register
On the Registers list, click Create Register in the page header.
Pick the register type
Pick Student (Class), Teachers, or Staff. For a student register, the Class picker appears so you can pick the grade and stream.
Mark a register
The Attendance Records tab on the register lists every attendee with one radio button per status: P – Present, L – Late, A – Absent, E.L – Early Leave, A.L – Activity Leave. Click the radio under the status that matches each attendee. Marking an attendee Absent, Late, or Early Leave opens a pending follow-up on that row automatically.Mark each attendee
Click the radio button under the column that matches each attendee. The row updates immediately and a status-updated toast appears. The table is searchable by name or ID and can be filtered by status from the column header.
Use Mark All Present or Mark All Absent for the bulk path
Above the grid, click Mark All Present to set every row to Present in one step, then come back and adjust any exceptions. Mark All Absent is the reverse and is useful when most of the class is away (for example, a field trip); it also opens a pending follow-up for every row.
Use the bulk actions for a selection
Tick the checkboxes on a few rows, then open the bulk action menu and click Mark Present, Mark Absent, or Mark Late to update only the selected rows.
Confirm a register
Confirming the register is the class teacher’s sign-off. It stamps Confirmed By with the signed-in teacher and Confirmed At with the timestamp, and moves the register’s status to Confirmed.You will need: every attendee on the register to be marked the way you want them recorded. After confirming, the marking grid stays editable until the register is closed; if you confirm and then notice a mistake, fix the row in place and the change saves to the register.
Click Confirm Register
On the register’s view page, click Confirm Register in the page header and confirm in the modal.
Close a register
Closing locks the sheet. Once closed, the marking grid is read-only, no more status changes, no more notes. Closing is the final step before a sheet becomes part of the audit trail and can be downloaded as a PDF.Click Close Register
On a confirmed register, click Close Register in the page header. A confirmation modal warns that no further changes can be made; confirm.
Reopen a closed register
Reopen is the escape hatch when a closed register needs to be reworked.You will need: the register to be in Closed status. The Reopen Register action is hidden on Open, In progress, and Confirmed registers. To rework a confirmed register, either edit the rows directly while it is still Confirmed, or close it first and then reopen.
Follow up on absences
When an attendance row is marked Absent, Late, or Early Leave, the system raises a pending follow-up on that row automatically. The follow-up holds the explanation, who the guardian spoke to, what the reason was, and any supporting document such as a medical note. Resolving the follow-up does not change the attendance status; it records the reason for the record.See pending follow-ups
Open Pending Follow-ups
In the sidebar, click Pending Follow-ups. The page lists every unresolved follow-up across the school, with a count badge over the menu entry for at-a-glance triage.
Filter the list
Use the Status filter at the top to flip between Pending and Resolved (Pending is the default), and the Attendance Status filter to narrow to Absent, Late, or Early Leave rows.
Resolve a follow-up
You will need: the follow-up to be in Pending status. Resolved follow-ups stay on the list for the audit trail but are no longer actionable.
Click Resolve
From Pending Follow-ups, or from a register’s Follow-ups tab, click Resolve on the row.
Enter resolution notes
The Resolution Notes field is required. Record what the guardian said, the reason given, and any next step. The field accepts a few lines of free text.
Attach a supporting document (optional)
Use Supporting Document (Optional) to upload a PDF or image up to 5 MB, typically a medical note, a permission letter, or a screenshot of a guardian’s message.
Resolve several follow-ups at once
When the same explanation covers several rows (a stream-wide flu outbreak, a transport breakdown), use the bulk path.Select the rows
On the Pending Follow-ups list, tick the checkboxes of every follow-up the same note covers.
View a student’s absence history
The student profile carries an Attendance tab that lists every attendance row recorded for that student, with the follow-up status alongside.Read the heatmap and the table
The tab opens with an attendance heatmap (one cell per day, coloured by status) above a paginated table. The table can be filtered by attendance status, follow-up status, or a date range.
Guardian notifications
The system notifies the relevant audience as soon as an attendance row is marked or a register changes hands. Class teachers, leadership, and guardians all receive these without needing to log in.| When | Who is notified | Delivery |
|---|---|---|
| A new register is generated for the day | The class teacher of the stream (student register); school leadership (teacher or staff register) | In-panel notification |
| A student is marked Absent | The student’s linked guardians | Email and in-panel notification |
| A student is marked Late | The student’s linked guardians | Email and in-panel notification |
| A teacher or non-teaching staff member is marked Absent | School leadership | Email and in-panel notification |
| A follow-up is raised on a student register | The class teacher of the stream | Email and in-panel notification |
| A follow-up is raised on a teacher or non-teaching staff register | School leadership | Email and in-panel notification |
| Today’s student registers are still Open or In progress at 09:30 on a weekday | The class teacher of each unfinished register | Email and in-panel notification |
Reports and analytics
All Attendance exports stream directly to your device as a PDF or Excel file. There are four downloads, three on the Registers list and one on a closed register’s view.| Report | Where | Filters | Output |
|---|---|---|---|
| Class Attendance Summary | Header action on the Registers list | Class (required), date range, optional session, output format | Landscape PDF or Excel — student-by-student attendance for one stream, sorted by attendance rate |
| Staff / Teacher Attendance | Header action on the Registers list | Role (Teachers, Staff, or All), date range, optional department (when Staff or All), output format | Portrait PDF or Excel — per-person totals of Present, Absent, and Late |
| Absenteeism Report | Header action on the Registers list | Role (Students, Teachers, Staff, or All), date range, optional status filter (Absent, Late, or Early Leave), output format | Portrait PDF or Excel — every flagged attendance row in the window, newest first |
| Register sheet | Download Report action on a single register (visible only when the register is Closed) | None — exports the register you are viewing | Portrait PDF — one register sheet with every attendee, their status, and check-in and check-out times |
Statuses and lifecycle
Attendance carries two lifecycle status lists. Every transition is labelled with the action that triggers it and the actor who performs it, and reversibility is stated.Register statuses
| Status | What it means | Who can act | What they can do |
|---|---|---|---|
| Open | Register has been generated but no one has confirmed it yet. New registers default here. | Class teacher (student register); leadership and any attendance marker (teacher or staff register) | Mark attendees, edit times and notes, confirm the register, or close it. |
| In progress | Reserved for partially marked registers. The system tracks this status, but no current panel action sets it; in practice, a register stays Open until it is confirmed. | Same as Open | Same as Open. |
| Confirmed | A teacher has confirmed the sheet. Confirmed By and Confirmed At are stamped. Marking is still editable while the register is Confirmed. | Class teacher, leadership | Continue editing rows, close the register. |
| Closed | The register is locked. The marking grid is read-only, the audit trail is final, and Download Report becomes available. | Class teacher, leadership | Reopen the register (returns it to Open and clears the confirmation stamps); download the PDF. |
Follow-up statuses
| Status | What it means | Who can act | What they can do |
|---|---|---|---|
| Pending | Follow-up was raised when an attendance row was marked Absent, Late, or Early Leave. Awaiting a resolution note. New follow-ups default here. | Class teacher, leadership | Open the row, add a resolution note and any supporting document, then resolve it. |
| Resolved | A staff member resolved the follow-up. Resolved By is stamped with the staff member who acted. | (none) | View the resolution note, the resolver, and any attached document. |
Categorical values used on forms
These are not lifecycles. They appear on form pickers when creating registers or marking attendees.- Register type: Student (Class), Teachers, or Staff.
- Session: Morning (defaults to a check-in time of 08:00) or Afternoon (13:00).
- Attendance status: Present, Late, Absent, Early Leave, or Activity Leave. Absent, Late, and Early Leave open a pending follow-up; Present and Activity Leave do not.
How records relate
- A register has many attendance rows, one per attendee. Student registers are scoped to one class stream; teacher and staff registers cover the whole school.
- An attendance row may have one follow-up. The follow-up is created the moment the row is first marked Absent, Late, or Early Leave; if the row is later re-marked to Present or Activity Leave, the follow-up stays on the record for the audit trail.
- The class teacher of a stream, the teacher assigned to the stream under Users & Identity, is the actor expected to confirm the student register for that stream and the recipient of the morning reminder when the register is not yet confirmed.
What guardians see
Guardians log in to the same tenant subdomain as staff. Their account holds the locked Guardian role, which is read-only and scoped to their own children. In the Attendance area, the guardian can read:- Each of their children’s Attendance tab on the student profile. They see the heatmap, the full row-by-row history, the same status badges, the expected and actual times, and the follow-up status that staff see.
- The Registers sidebar entry or any register view page.
- The Pending Follow-ups sidebar entry.
- The Resolve action on the student profile’s attendance tab.
- The Add Note action on the student profile’s attendance tab.
- Other guardians’ children. The student list is filtered to the guardian’s own children before any other check.
FAQs and troubleshooting
A register I expected today is not on the list. What now?
A register I expected today is not on the list. What now?
Three usual causes. First, the date might fall outside an active term: registers are only generated when an academic year and term cover the date. Second, the stream might have been created after the morning auto-generation ran, so use Create Register to add it manually. Third, the Attendance module might be turned off for your school: re-enable it under Settings, then run the manual creator.
Can I change a confirmed register?
Can I change a confirmed register?
Yes, while it is Confirmed. The marking grid stays editable until the register is Closed. Once closed, click Reopen Register to move it back to Open, fix the rows, and re-confirm.
Why is a student missing from the register?
Why is a student missing from the register?
The register is populated from the stream’s current students at the moment it is generated. If a student was admitted to the stream after the register was generated, they will not appear on that day’s sheet. Confirm the student is in the right stream under Users & Identity, then either wait for the next auto-generation or generate the next register manually.
A student has left the school. What happens to their old attendance?
A student has left the school. What happens to their old attendance?
Archiving (soft-deleting) a student under Users & Identity drops them from new registers but leaves their existing attendance rows on the records they were written against. Reports for past windows still include their attendance; the student simply stops appearing on future sheets.
Are guardians notified for Late arrivals too?
Are guardians notified for Late arrivals too?
Yes. Marking a student Late sends the same email and in-panel notification as marking them Absent. The notification names the student, the date, and the session.
What is the difference between Activity Leave and Absent?
What is the difference between Activity Leave and Absent?
Activity Leave is an excused absence: a school activity such as sports, a competition, or a trip is the reason the student is not in class. It does not open a follow-up and no notification goes out. Absent is unexcused: it opens a pending follow-up and notifies the guardians. Use Activity Leave any time the school knows in advance why the student is not at the register.
Can a guardian mark or correct attendance from their login?
Can a guardian mark or correct attendance from their login?
No. Guardians have read-only access to the Attendance tab on their children’s profiles. The Add Note and Resolve actions are hidden from the Guardian role, and the Registers and Pending Follow-ups sidebar entries are not visible to them either. To dispute or explain an absence, guardians contact the school, and a staff member resolves the follow-up on their behalf.
What happens when Attendance is turned off?
What happens when Attendance is turned off?
The Registers and Pending Follow-ups sidebar entries disappear, daily auto-generation stops, and absence, late, and follow-up notifications stop going out. The Attendance tab on a student, teacher, or staff profile shows a locked message instead of the heatmap. Existing attendance records stay in place. Turn the module back on under Settings to resume.