My School > Learners > Attendance:  Absentees

• Compliance: Accurate attendance statistics for the Department of Education.
  

• Reporting: Clear data on how many days a learner has been absent for formal school reports.

• Celebration: Reliable tracking for 100% attendance certificates and class incentives.
  
  d6 Tip: Before you begin, please ensure your school terms and holidays are correctly configured in d6 school management solution.
  The system can only record absences within established term dates (My School  >  General  >  Annual Calendar:  Terms)
  
  

How to enter or remove learner absentees

1. Select your class: Find the relevant grade and click the radio button (circle)
   Then, click the blue "Select" button.

2. Define the week: Select the start date of the applicable week from the drop-down boxes. Note: This must be a Monday.
   

3. Show all learners:

   • To see everyone, change “Show all learners” to Male, Female, or Both.

   • If you only need one person, select “No (Only learners with absentees)” 
     Click on 'Continue'

4. Mark the absence: Tick the relevant block for the day the learner was away. A "tick" will appear to confirm your selection.

5. Assign a reason: Use the drop-down box to choose a reason for the absence.

   • Need more options? You can add custom reasons at My School > General > Databases:  Absent reasons.

Managing Parent Communications

• Setup: Ensure your preferences are set under My School > General > General:  School Setup (Absentees Information).
  This ensures d6 automatically selects the correct parent/guardian to notify.

• Release the SMS: Once you finish capturing data, go to My Home > Tasks to release the messages.
  
  
• Delivery Method: Choose if you would like to notify parents via d6 App notification otherwise SMS or Only d6 App, or Only SMS
  

• Message Format: For learners absent multiple days, choose between ‘One message for the week's absentees’ or ‘A separate message for each day absent’.

• Final Review: Tick the box next to the learners you wish to notify. The screen will show exactly how many messages are ready to be sent.

Important Note: To keep your tasks organised, any learners you do not send a message to, can be selected, and you can click on 'Delete selected' to remove them from this list.

Frequently Asked Questions

Why can I not select or see a specific staff member when capturing absentees? If a staff member is missing from the selection list, it usually relates to the school calendar.

• Navigate to My School > General > Annual Calendar:  Terms. Generally, staff calendars should be set from 1 January to 31 December to ensure they are available for selection throughout the year.

How do I record a reason as "Not Attending as per Timetable"? If you wish to use this specific reason, please be advised that it is allocated through the Learner Leave module rather than the standard absentee capture.

• How to do it: Navigate to My School > Learners > Attendance:  Learner Leave to manage these records.

How do I book out a day without marking learners as "absent" (e.g., for an Athletics Day)? For school-wide events where learners are not in class but are still under school supervision, the Learner Leave functionality is the best solution.

• Go to My School > Learners > Attendance:  Learner Leave. You can bulk-add an entry (for example, "Sports Day") to all learners for that specific date. This keeps your attendance data accurate without penalising individual learner records.

If I tick "Notify Parents" during capture, are SMS messages sent immediately? No, ticking this box does not mean an SMS is sent instantly.

• How it works: This action simply moves the notification over to My Tasks. This gives you full control to visit your task list, review the information, and choose exactly who should receive the message and how it should be sent. This extra step ensures you are always in charge of the school's communication