This article explains how to record staff and educator absenteeism in d6, including how to assign leave reasons, capture compliance flags, and add multiple absent staff members for a week. It is for school administrators.

My School > Staff > Absentees

Step 1 — Navigate to Staff Absentees

Log into d6 and go to the main navigation menu on the left. Select My School > Staff > Absentees. Click the Load Absentees button to proceed.

Step 2 — Filter by employment category

The system groups staff by their employment structure, for example Department of Education, Governing Body (SGB), or BEE Project Funds. Locate the relevant employment category for the staff member you want to capture and click the View (eye) icon next to it.

Step 3 — Define the reporting period

A calendar modal will appear. Select the specific week block for which you want to record the absenteeism. Click Continue to load the active entry grid register.

Step 4 — Capture the absenteeism details

On the grid register, complete the following fields for each absent staff member:

• Staff member: Click the Select a personnel member dropdown and choose the employee’s name.

• Days absent: Tick the checkbox for each day of the week they missed (M, T, W, T, F).

• Reason: Choose the matching reason from the dropdown (for example, Sick Leave or Annual Leave).

• Replaced during leave / Paid by: Toggle these flags if a substitute educator was brought in or if alternative funding was used.

Compliance best practice flags

• Document required: Always tick this box. Compliance audits require supporting paperwork for staff leave records.

• Document submitted: Set this to Yes.

• Comments: Type APPROVED (in uppercase) into the text field. This ensures anyone auditing the register can confirm the leave was officially sanctioned before or during the leave window.

Step 5 — Add multiple staff members and save

To record more than one absent employee for the same week, click Add Line, select the next staff member from the new dropdown row, and repeat the capture process.

If you added too many lines by mistake, highlight the unwanted row and click Remove Lines before saving.

Once all entries are complete, click Continue or Save at the bottom of the page to commit all records to the database.

Frequently asked questions

A staff member was absent across two employment categories. How do I capture this?

Capture the absence under each employment category separately. Open the View (eye) icon for the first category, record the relevant days, save, then return to the absentee list and repeat for the second category. Each employment category maintains its own register in d6.

What do I do if the staff member’s name does not appear in the dropdown?

The dropdown only shows staff linked to the selected employment category. If the staff member is not visible, check that they have been correctly captured under the right employment category in their personnel record. Navigate to My School > Staff to verify their category and update it if needed, then return to the absentee register.

Why must I type APPROVED in the comments field?

The comments field creates a visible audit marker on the record. During compliance audits, inspectors check that leave was sanctioned before or during the leave period. Typing APPROVED in uppercase provides a clear, consistent indicator that the leave was authorised, reducing the risk of the record being flagged during an audit.

Can I edit a staff absentee record after it has been saved?

Yes. Navigate back to My School > Staff > Absentees, load the relevant employment category, and select the same week block. The saved records will be displayed and can be edited. Update the necessary fields and save again to commit the changes.