Attendance Tracking

Created by Duncan Harbour, Modified on Mon, 03 Oct 2022 at 12:05 PM by Harrigan Phillips

This article will discuss how to setup and view tracked learner attendances for day and session attendance. Attendance tracking is used to monitor any Attendance inconsistency and the exact whereabouts of a Learner during an absence.




Adding Tracking


First, you must make sure you part of a security group which contains the Student - Attendance Tracking permission. Next, go to Learners > Find Learner and select a learner record and then go to the attendance tracking tab. Tick the appropriate options for tracking the day and session attendance. Adding a notification record in this tab will enable the selected attendance type to be tracked with notifications and using the attendance tracking screen located under the Timetabling module. You will also need to configure which attendance statuses you want to use for Attendance Tracking. To do this, go to Administration > Learner Values > Attendance Status, and then click on the notepad icon for one of the statuses to bring up its details in a window. You will see a checkbox labelled 'Creates Attendance Tracking Record (if applicable)'. Ensure this is ticked for each relevant status to receive notifications each time one is entered. To add a notification click on the Add Notification button and a modal will appear providing the following options:



FieldDetails
Site

This will filter the dropdowns for the staff and security groups in the 2 fields below

Send To

Select the staff member you would like to receive the notifications

Send To GroupSelect the security group you would like to receive the notifications
Send ViaSelect the type of notification.
You can choose between task alerts, internal message or email



Tip
To receive email notifications, you must ensure that staff record has the work email field populated in the staff work tab



Chose the appropriate options and then click on save. You will also be able to remove the attendance tracking using the delete button.




View Tracked Attendance



Go to Timetabling > Attendance Tracking and set the filters appropriately to find the tracked attendances. You can use the plus button on the left to expand the attendance tracked record to see the details. For each record you can use the Add Comment and Complete Record options.



ButtonDetails
Add Comment

This option will allow you to add comments about the attendance and be visible when expanding the record

Complete RecordThis option will allow you to enter comments for completion and then complete the record.
After completing, it show a sign off date under the Completed On column and the comments will be visible when expanding the record



Info:
After making a change to an existing attendance status set, an entry in the Attendance Tracking screen will be made automatically to in order to update the reason why this was changed. This is following new DfE guidance to ensure any attendance mark changes are recorded.


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