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Refer to the end of this document to see which user rights are needed for the relevant Absentee and Whereabout functions.

Confirm learner absentee entries per day

My School > Learners > Attendance Confirmations

1. Choose the Grade, Status and Register class that should be displayed for the chosen date.
   
2. All unconfirmed classes are listed with the number of absentee entries indicated. Click on the number to view or change the absentee entries for that day. Note that the screen will display all entries for that week.
   
3. To confirm a class's attendance, click on its row to display a checkbox to confirm all the entries for that class on the selected date.
   
4. Save Changes.
   
5. To confirm all register classes for the selected day at once, click on “Confirm all”.  All unconfirmed classes will now be marked as confirmed.
   

After confirming absentee entries for the day, these entries can not be deleted or changed. Unless a user with Confirmation rights un-confirm the day to allow changes.

Un-confirm learner absentees to allow changes

My School > Learners > Attendance Confirmations

1. Choose the Grade, Status and Register class that should be displayed for the chosen date.
   
2. Click on a confirmed class's row to display a checkbox to un-confirm all the entries for that grade on the selected date.
   
3. Save Changes
   

How to enter learner absentees

My School > Learner > Absentees

1. Enter absentees per Register class or Learner
   

1. Select the date of the Monday of the week to be entered. 
   
2. Select “Yes” to show all learners or “No” to add new entries by adding a line to select a single learner.
   
3. Register class teachers can add absentee entries and confirm entries for the day for their own register class without additional user rights.
   
4. If your system has been set up to send SMS messages for absentees, your system will create an sms for the selected parents, but it will not be sent directly.
   
5. Go to My Home > Tasks > Communication Tasks to see a task to release the absentee SMS'.
   
6. You will be able to remove selected SMS' before sending.
   

How to remove learner absentees

My School > Learner > Absentees

1. Click the red cross next to the relevant absentee entry to remove the entry.
   

1. If a red cross does not appear, the entry has been confirmed already and a user with "Attendance Confirmation"-rights will have to un-confirm the absentees for the day before it can be removed.
   

User rights needed for Learner Absentee entrees and confirmation

1.3.1 Learner absentees

1. To add new absentee entries for classes/dates that have not yet been confirmed
   
2. To remove absentee entries for classes/dates that have not yet been confirmed
   
3. Register class teachers without Learner absentee rights
   
4. The system will display a task for the register class teacher if the day’s absenteeism has not yet been confirmed.
   
5. Register class teachers can add and remove absentee entries for their own register class, as long as it's not confirmed yet for the selected date from My Home > My Tasks.
   
6. Register class teachers can confirm attendance for their own register class on the current date.
   

Whereabouts: Late Comers needs 3.2 Learner Discipline rights

1. Many schools linked their late comings to discipline entries which means that a user will need 3.2 Learner Discipline rights to enter absentee and late entries in My School > Learners > Whereabouts. 
   

1.3.2 Learner Attendance Confirmation rights

1. To confirm/un-confirm absentee entries
   
2. To remove confirmed absentee entries
   

Frequently Asked Questions

Why can I not capture absentees on certain days?

1. Terms are not set up correctly: If the dates of the week do not display or do not display correctly it means that your terms and holidays are not set up correctly. Absentees for learners can only be read in for a set term. Go to My School > General > Terms, to correct this.
   
2. The absentees for the day have been confirmed already and no changes are allowed. The user with "Attendance Confirmation"-rights will have to un-confirm the day to allow changes.
   

Please note: 

Absentees can also be entered under Whereabouts. Go to My School > Learners > Whereabouts and search a learner's name.

Or at My School > Learners > Learners, click on the "magnifying glass" to the left of a learner's name. At the top of the screen, you will find the option to enter the absentees.