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 — Configure the selection criteria

1. Click Load Absentees.

2. Select the Group by method: Register Class,  Learner, or House Sports teams.

3. If using Register Class, select the grade and class using the radio buttons, then click Select.

4. Select any school day of the week. The next page will automatically give you the days of the week to mark the learners absent

5. Filter the learner list: set Show all learners to Male, Female or Both for the full class list, or select No (Only learners with absentees) to view only existing records.

6. Click Continue.

Step 2 — Capture absence data

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

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

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

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

5. Click Continue.
   

Step 3 — Send parent notifications

If the Notify option was selected during capture, messages are queued for review at My Home > My Information > My Tasks > Communication Tasks.

1. Choose the Delivery Method: d6 App notification otherwise SMS, Only d6 App, or Only SMS.

2. Choose the Message Format: a separate message for each day absent or one message for the week's absentees
   

3. To preview the message before sending it, click on Edit Message Template, make the required edits, and then click Save.

4. Select the learners and click Notify Parents. To remove unwanted notifications, select the learner and click Delete Selected.

Frequently asked questions

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

Yes. Filter the learner list by selecting No next to “Show all learners.” Click Continue to proceed to the next page. From there, you can select the specific learner by using the dropdown menu and then capture the absentee details for that learner.

To add a learner to the absentee list, click Add line. To remove a learner from the list, click Remove lines.

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

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

Why is a register teacher not appearing in the selection list?

The staff member’s calendar may not cover the active period. Staff calendars should be set from 1 January to 31 December to maintain visibility in the system.