Attendance
Attendance reports
Who was where, by person, class, day, week, month or year — and how to export it.
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.
Staff attendance reports
Attendance → Attendance Reports.
The period toggle
Three periods, and each changes what the columns mean:
| Period | Columns are | Use it for |
|---|---|---|
| Weekly | Days | Chasing a specific week — who was in on Wednesday |
| Monthly | Weeks | The month a payroll or a report card covers |
| Annually | Months | Patterns 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.
- Up to today, when the period has not finished. Open a monthly report on the 7th and it covers the school days so far, not the whole month — five, say, rather than the month’s twenty-two. Every figure on it works the same way, so nobody is marked absent for a Thursday that has not happened. A report you print while the period is still running says school days so far and prints the date it was counted to, next to the period it covers.
- Present, absent, late. Present and late both mean the person clocked in; late means after the grace period.
- Out of hours. A session on a day the school is not open for. Counted and shown, but kept out of the attendance percentage on both sides of the sum — it is not in the days attended, and the closed day is not in the working days. So it can neither push a rate above 100% nor quietly cancel out a weekday absence. Only history produces these now: clocking in on a closed day is refused. It gets its own column on screen and in both exports, on the staff report, whenever there is at least one to report — and no column at all when there is not, the same way the staff report has never carried an empty Excused column.
- Hours. Clock-out minus clock-in, per session. A session still open counts as no hours until it closes.
Missing clock-outs
Missing clock-outs, at the top of the Attendance Reports page, is every shift in the period that nobody closed.
Nothing closes a session automatically, and nothing ever will — an invented end time is an invented wage. So the platform’s job is to make the gap visible and correctable, which is what this page is.
It separates two things a plain count of open sessions runs together:
- Needs a clock-out time. The shift has outlived the window in which a scan could still close it. Nobody is going to fix this one by walking past the QR code; it needs a person.
- Still on shift. Somebody who is at work right now. Their session is meant to be open, and they are listed last rather than hidden.
Corrected this period is the other half of the metric, and the one worth watching over a term. Rising missing clock-outs at one school usually means the code display has moved somewhere people do not pass on the way out.
Entering the real leaving time
Press Set clock-out time on a row, type the time the person actually left as HH:MM, and add a reason if it helps — “left at three, forgot to scan”. The time
is read against the shift’s own date, not today’s, so a Tuesday shift
corrected on Thursday stays on Tuesday.
Three entries are refused, with the reason shown under the field:
| Refused | Why |
|---|---|
| Before the clock-in | A shift cannot end before it starts |
| A time that has not happened yet | Nobody has left yet |
| More than 24 hours after the clock-in | Almost always a mistyped date — and a mistyped date lands directly in somebody’s pay |
The clock-in time cannot be changed here at all. Lateness is decided by the arrival time, and an editable arrival time is an editable lateness record.
Every correction records who made it, when, and the reason, in the activity log.
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.
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.