How to record staff absences
The Staff Absences module is used to manage and document the attendance of all school staff. Data entered here is included in the SA-SAMS data export.
My School > People > Staff > Absences
How do I record a new absence?
The main screen displays existing absences for the selected term — use this to avoid duplicates.
Click Load absences.
Select the relevant Employer category (e.g. Department of Education, Governing Body or Other) by clicking the blue eye icon.
Select the Monday of the week in which the absence occurred and click Continue.
Select the Staff member's name from the drop-down and tick the checkbox under the specific day(s) of absence.
Select the Reason for absence. New reasons can be added under My School > General > Databases: Absence reasons.
Complete the additional fields: Substitute, Salary responsibility, Documentation (e.g. medical certificate) and Notes.
Click Add row to add more staff members for the same week, or click Continue to save.
Frequently asked questions
Why is the date greyed out?
Absences cannot be recorded during school holidays. Check term dates and public holidays under My School > General > Annual Calendar: Terms/Public Holidays.
Can I change the absence reason after saving?
Yes, you can edit the record by returning to the specific week, provided the term or SA-SAMS period has not yet been finally closed or submitted.
Last updated: March 2026 | Version 6.0
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