The Absentees module allows for the manual recording and management of learner absences. This data is used to generate official attendance statistics, populate academic reports, and trigger parent notifications.

My School > People > Learners > Attendance > Absentees

Step 1 — Set up the selection criteria

1. Click Load Absentees.

2. Select the Group by method: Learner, Register class, or House sport teams.

3. If Register class is used, select the grade and class using the radio buttons and click Select.

4. Select any school day of the week. The next page will automatically show the days of the week on which learners can be marked absent.

5. Filter the learner list: set Display all learners to Male, Female, or Both for the full list, or select No (Only learners with absences) for existing records.

6. Click Continue.

Step 2 — Capture absence data

1. Find the learner in the list and click the checkbox under the specific day (Monday–Friday) to mark them as absent.

2. Select a reason from the Absence reason dropdown. Custom reasons are managed at My School > General > Databases > Absence reasons.

3. To schedule a parent notification, ensure the Notify Parent checkbox is selected for Parent 1, Parent 2, or Both.

4. If a document was submitted, upload it by clicking Choose File.

5. Click Continue.

Step 3 — Send parent notifications

If the notification option was selected during capture, messages are placed in a queue at My Home > My Info > My Tasks > Communication Tasks.

1. Select the Delivery method: d6 App notification otherwise SMS, d6 App only, or SMS only.

2. Select the Message format: a separate message for each day absent, or one message for the week’s absences.

3. To preview the message before sending, click Edit message template, make the necessary changes, and click Save.

4. Select the learners and click Notify Parents. To remove incorrect notifications, select the learner and click Remove selected.

Frequently asked questions

Can I add absences for specific learners without showing the full class list?

Yes. Filter the learner list by selecting No next to Display all learners. Click Continue to go to the next page. From there you can select the specific learner from the dropdown and capture the absence details.

Why can't I capture absences for a specific date?

Absences cannot be captured for dates outside the quarters defined in My School > System > General > Annual Calendar. If a day is marked as a public holiday or school holiday, attendance cannot be captured for that day.

Why does a register teacher not appear in the selection list?

The teacher's staff calendar may not cover the active period. Staff calendars must be set from 1 January to 31 December for optimal system visibility.