How to record Learner Leave

How to record Learner Leave

The Learner Leave module distinguishes between standard absences and cases where a learner is officially excused or not expected on the school premises, so that attendance statistics remain accurate for departmental reporting.

My School > People > Learners > Learners > Attendance > Learner Leave

How do I capture leave for an individual learner? (Learners tab)

  1. Use the Search Learner field to find the learner and click Add.

  2. Select the Type (e.g. Pregnancy, Distance attendance, No school (Regulations), Not present due to school timetable).

  3. Select the From and To dates, add a comment if needed, and click Save.

How do I assign leave to a group? (Mass add/remove tab)

  1. Select the grade, register class or a pre-defined sports team. Refine by gender or surname initials if needed.

  2. Select the leave type, dates and optional comment.

  3. Click Save to assign, or Remove to remove leave for the selected parameters.

How do I view all leave records? (All Leave tab)

Set the filters (Grade, Class, Dates or Leave type). The system generates a list of all learners who are currently or have previously been on leave.

Frequently asked questions

How does leave affect attendance statistics?

Most leave types are deducted from "possible attendance" so the learner is not counted as absent. The exception is Pregnancy leave, which is handled as a standard absence. On the Absences screen, learners on leave are indicated with a green umbrella icon and the system prevents a standard absent entry being captured for those dates.

How do I add a custom leave type?

Custom leave types are set up at My School > System > General > Databases > Absence reasons. Standard absence reasons cannot be used as leave types.

Last updated: March 2026  |  Version 5.0

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