Attendance reports

Absence and lateness over a period you choose, by pupil or by class, and the messages sent to guardians with the state of each, with the report available as a file.

What it is for

Here you see which pupils are most absent or late, and which classes have the highest absence, in your schools and the period you choose.

Who uses it

The page opens for whoever holds “View attendance reports”; it is for reading, nothing on it changes anything. In the built-in roles: Owner, Manager, Team member, Principal, Stage supervisor, Counselor. They are granted to any role under Settings → Roles and permissions.

Step by step

1. Choose the period with two days (thirty days by default, a school year at most) or with one press on a term of the year or the whole year, and on “By pupil” on “Today” too, then a school and a class if you wish.
2. Under “By pupil” choose “Absence” or “Lateness”: pupils appear most first, a page at a time; press a pupil's name to open their report.
3. Narrow the pupils' list by days: the fewest and most unexcused days absent, and the fewest and most days late (whole numbers; the absence list keeps pupils with an absence or an excused one, the lateness list those who were late); one press on “Often absent” or “Often late” shows everyone who reached the number the group set on “Cards” (3 by default) in the chosen period, and the Excel file and the print follow it.
4. Under “By class” see each class with its counts and absence rate, a high one carrying a “Warning” or “Critical” alert.
5. Under “Messages” see every message sent to a guardian in the period, what it was about, the state it reached (waiting to go, sent, delivered, read, failed, not sent) and, for one that did not reach, why; the counts per state are above, and the “State” list narrows the table to one, or to “Did not reach a guardian” (the failed and the unsent together), which the home page's “Notices not reaching guardians” card and the dashboard's line open.
6. Under “By pupil”, with a class chosen, “Print class summary” opens a page for each pupil of the class: the days absent, excused, custom and late, the minutes late and the dates of the absences over the chosen period. Press “Print” on that page to print it, a sheet for each pupil under the group's letterhead.
7. Press “Export CSV” to download the report in front of you as a file, or “Export Excel” for the same rows as an Excel file (under “By pupil” the school, the grade and the class each have a column; under “Messages”, with the guardian's mobile and the message text only for someone who holds their permissions), or “Print” to print them under the group's letterhead, naming the school and the class you picked.

How it works

Days absent and late are counted as days: a pupil absent in two shifts on one day is one day. “Excused” is an absence an approved excuse covers, or one you chose when marking. “Custom” is a pupil away from the class on an activity or a task: not absent, with a column of its own, left out of the absence rate’s divisor, and never a reason to list a pupil under “Absence”. A period over a month under “By class” is read from closed days only. The report covers only the pupils of the places within your access (a school, a stage, a grade or a class). Opening a list with pupils' names and exporting it are reads, and they are recorded with the number of pupils, never their names; the export is also logged with its number of lines. The file carries no identity number, mobile number or reason for absence. Under “Messages”, a message's state is the last the provider reported: “Sent”, then “Delivered”, then “Read” as WhatsApp tells us, or “Failed” or “Not sent” with the reason worded by us, never in the provider's own text. A guardian's mobile number and the message text (which names the pupil) show, in the page and in the file, only to someone who holds the “View guardians” key over the message's school; for anyone else those two columns do not exist. Opening the list is recorded with a number of lines, never names or numbers.

On the page

• The period with two days, the school, stage, grade and class (each list inside the one before it), the kind of report (absence or lateness), the limits on days absent and late and, under “Messages”, the “State” list.
• “By pupil”, “By class” or “Messages”.
• The counts: the pupils most absent or late, the classes with their absence rate, or the messages with the state of each.
• Downloads the report on show as a CSV file, and the read is recorded.

Part of these flows

• A pupil's year on one page

Questions

Why can't I see a school?

Because your access does not cover it; each reader sees what their role's scope covers.

Why is the period shorter than I asked?

The longest period the report shows is a school year; the last year of the period asked for is shown.

Does the file include the reasons for absence?

No, nor identity numbers or mobile numbers; the reasons for an excuse are in the pupil's own report, for whoever holds that key.

Why don't I see the guardian's mobile or the text under “Messages”?

Because they are for whoever holds the “View guardians” key over the message's school; ask the system administrator for it.

What does a “Not sent” message mean?

It never reached the provider: no WhatsApp or SMS channel was connected, or Meta has no approved template for it. The reason is under the state.