Class Attendance

Daily registration for homeroom classes - track which students are present at school.

Table of Contents

• Accessing Class Attendance
• Taking the Register
• Quick Marking Features
• Viewing Attendance History
• Matrix Calendar View
• Attendance Reports

Accessing Class Attendance

Step 1: Navigate to Class Attendance

1. Click Attendance in the main sidebar menu
2. Click Class Attendance
3. You'll see a list of academic classes you can access

Which Classes Can I See?

The classes displayed depend on your role:

Step 2: Select Your Class

From the class list, click Take Register next to your class.

Each class card shows:

• Class Name: e.g., 7A, 8B
• Year Group: e.g., Year 7
• Class Teacher: Your name or colleague's name
• Student Count: Number of active students in the class

Taking the Register

Step 1: Select Date

The attendance register opens with today's date selected by default.

• Today's Date: Already selected
• Change Date: Use the date picker to mark attendance for a previous day (e.g., if you forgot yesterday)
• Future Dates: You can pre-mark attendance for planned absences

Step 2: Review Student List

The register displays all active students in your class in alphabetical order (by last name).

For each student, you'll see:

• Profile Picture: Small photo for visual identification
• Full Name: First name and surname
• Admission Number: Unique student ID
• Current Status: If attendance already marked today
• Attendance Buttons: Present, Absent, Late, Excused
• Comment Field: Optional notes

Step 3: Mark Each Student

For each student in the list, click the appropriate button:

Step 4: Add Comments (Optional)

For students marked as Late, Absent, or Excused, you can add a comment:

• Click in the Comment field below the attendance buttons
• Type a brief note (max 500 characters)
• Examples:
  • "Doctor's appointment - note received"
  • "Overslept - parent called"
  • "Field trip with Year 8"
  • "Sick - vomiting"

Step 5: Save Attendance

1. Review the attendance summary at the top of the page:
   • X Present
   • X Absent
   • X Late
   • X Excused
2. Ensure all students are marked (the system will warn you if any are missing)
3. Click Save Attendance at the bottom
4. You'll see a success message: Attendance saved successfully!

Quick Marking Features

Mark All Present

On days when everyone is in school, use the quick "Mark All Present" button:

1. At the top of the register, click Mark All Present
2. All students are instantly marked as Present
3. Then, manually change the status for any students who are actually absent, late, or excused
4. This saves time compared to clicking Present for each student individually

Keyboard Shortcuts

For faster data entry, use keyboard shortcuts (if enabled in your school):

Auto-Save

The register auto-saves your changes every 30 seconds, so you won't lose your work if you accidentally close the page.

Viewing Attendance History

Accessing History

1. From the Class Attendance page, click your class name
2. Click View History
3. A table of all past attendance records appears

History Table

The attendance history shows:

Searching & Filtering

• Search: Type a student name or date to filter results
• Sort: Click column headers to sort by date, student, or status
• Date Range: Filter to show specific date range (e.g., this term, last month)
• Status Filter: Show only Absent, Late, or Excused records

Exporting History

Export attendance history for reporting or archiving:

1. Click Export at the top of the history table
2. Choose format:
   • CSV: For Excel/Google Sheets analysis
   • PDF: For printing or formal reports
   • Excel: For advanced filtering and pivot tables
3. The file downloads to your computer

Matrix Calendar View

The matrix view shows attendance for all students across multiple dates in a grid format - perfect for spotting patterns.

Accessing Matrix View

1. From the attendance history page, click Matrix View
2. Select a date range (e.g., last 30 days, this term)
3. A calendar grid appears

Reading the Matrix

Using the Matrix to Spot Patterns

The matrix view helps identify:

• Chronic Absenteeism: Students with multiple absences (like David above - 3 days in a row)
• Lateness Patterns: Students frequently arriving late (e.g., every Tuesday)
• Day-of-Week Trends: Students who are often absent on Fridays or Mondays
• Improving/Declining Attendance: Students whose attendance is getting better or worse

Attendance Reports

Individual Student Report

Generate an attendance report for a specific student:

1. Navigate to the student's profile page
2. Scroll to the Attendance section
3. Click Generate Report
4. The report shows:
   • Attendance percentage (e.g., 95% attendance)
   • Days present, absent, late, excused
   • Full attendance history
   • Comments from teachers

Class Attendance Summary

View overall statistics for your class:

1. From the Class Attendance page, select your class
2. Click View Summary
3. See:
   • Class average attendance percentage
   • Comparison to school average
   • Students with <95% attendance (flagged for intervention)
   • Month-by-month attendance trends

Best Practices