Alviyora

Attendance

Attendance reports

Who was where, by person, class, day, week, month or year — and how to export it.

Written for School adminTeacher
On this page

This page has no sections.

Two separate registers produce two separate reports. Staff attendance comes from clocking in and out; learner attendance comes from the daily class register. They live on different screens and answer different questions.

Who can do this

View Attendance Reports for the staff report, across all staff. View Learner Attendance for the learner report, scoped to your own classes unless your role reaches wider.

Staff attendance reports

Attendance → Attendance Reports.

The period toggle and the month stepper. Everything below them re-reads when either changes.

The period toggle

Three periods, and each changes what the columns mean:

PeriodColumns areUse it for
WeeklyDaysChasing a specific week — who was in on Wednesday
MonthlyWeeksThe month a payroll or a report card covers
AnnuallyMonthsPatterns across a year

The arrows either side of the period label step backwards and forwards. There is no date-range picker: the periods are the ones schools actually report on.

What is counted

  • Working days only. The count comes from the days your school is marked open in School Settings. A school open on Saturdays counts Saturdays; one that is not, does not.
  • Present, absent, late. Present and late both mean the person clocked in; late means after the grace period.
  • Hours. Clock-out minus clock-in, per session. A session still open counts as no hours until it closes.

An open session is not a full day

Somebody who clocked in and never clocked out shows the session as open. Their hours for that day are not counted until it is closed. If a member of staff’s hours look wrong, this is almost always why — check for sessions with no clock-out.

Export

Export produces a spreadsheet of what is on screen, with the same period and the same figures. It is the file to attach to a payroll email or hand to a district office.

Learner attendance reports

Attendance → Attendance Reports, learner tab — and, per learner, from their own profile.

You can look at it three ways:

  • By class — a whole roster for a period, with each learner’s present, absent, late and excused counts.
  • By learner — one child’s day-by-day record.
  • By date — a single day across a class.

The figures are exactly what teachers saved on the register. Nothing is inferred: a day with no register taken is a day with no data, not a day everyone was present.

Reading the percentage honestly

Attendance percentage counts Present and Late as attended, and Absent and Excused as not. That means a learner with a long authorised absence shows a low percentage — which is correct, and is why the excused count is reported beside it rather than folded in.

Finding one person, and printing just their record

Above the roster — staff or learner, whichever tab you’re on — a search box filters the list by name. Type a few letters and the table narrows to matches; click one the same way you always could to open their breakdown and charts below.

That per-person view now has its own Export PDF and Export Excel buttons, right beside their name. These print or download a report for that one person — same letterhead, same charts, same percentages as the full export above, just scoped to them. Reach for this when a parent or a teacher needs one person’s record without handing over, or explaining away, everyone else’s.

Who can see whose

  • A teacher sees the classes they are assigned to. Not the whole school.
  • An administrator with the wider permissions sees everyone.
  • A guardian sees their own children, through the parents portal rather than through this screen.
  • A learner sees themselves.

What to do with a pattern

The report is where an intervention starts, not where it ends. Two things to reach for once you have spotted something:

  • SMS the guardian — the absence template pre-fills the learner’s name and the date.
  • A note on the learner — so the next teacher who opens that profile knows what has already been tried.
Staff attendance and the QR clock The rotating QR code that replaces a fingerprint scanner, and the reports it produces.The daily learner register Marking a class present, absent, late or excused — and correcting it afterwards.Sending an SMS to a guardian Reaching a parent on any phone, from the learner’s profile — including what it costs.