How to set up and manage absence reasons
The database of absence reasons for learners and staff is configured here. Standard absence reasons are set in accordance with Department guidelines and theoretically do not need to be modified. If editing is required, do so only for spelling errors — do not change the meaning of a reason (for example, do not change "Illness" to "Death in Family" as different types are handled differently in the background).
My School > System > General > Databases > Absence Reasons
How do I create an absence reason?
There are three types: Learner Absence, Learner Leave and Staff Absence. Each type is created separately.
Click the blue Create an Absence Reason button.
Enter the absence reason in both Afrikaans and English.
Indicate whether this should be a Standard absence reason that appears on the absence screen.
Link the reason to a valid SA-SAMS reason for correct export to SA-SAMS.
Click Add.
Learner Leave Reasons
Important: Learners who should not be at school because of Covid, timetabling or other reasons should not be marked as absent, but as Learner Leave. This ensures that these days are not counted towards total absence days.
Enter the reason in Afrikaans and English.
Choose Possible attendance: indicate whether this type of leave should be counted towards total absence days or not (for example, pregnancy yes, but "Not present due to timetabling" no).
How do I delete an absence reason?
Click the bin icon next to the relevant reason, or select the reason by clicking the circle and then click Delete.
Confirm your decision by clicking Yes or No.
Frequently asked questions
Why must I link an absence reason to an SA-SAMS reason?
SA-SAMS requires specific reasons for exporting absence data to the Department. Without the correct SA-SAMS link, the export will contain incorrect or missing data.
Can I delete existing standard absence reasons?
It is possible, but not recommended. Standard reasons are Department-approved. Deletion may cause absences to no longer export correctly to SA-SAMS.
When do I use Learner Leave instead of Absent?
Use Learner Leave when a learner is legitimately not required to be at school (for example, Covid protocol, timetabling or other approved reasons). This prevents such days from being counted as absence days in the departmental total.
Last updated: March 2026 | Version 4.1
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