The Staff Absentees module records and manages attendance data for all school personnel. It tracks leave, reasons for absence, and replacement teacher requirements, and feeds into statutory exports such as SA-SAMS.
My School > Staff > Staff Absentees
Click Load Absentees.
Select the relevant Employment Category (Department of Education, Governing Body, or Other) by clicking the blue eye icon next to it.
Select the Monday of the week and click Continue. Any existing entries for that week will display.
To add a new entry click Add a line, then select the Staff Member from the dropdown.
Tick the checkbox for each day(s) of the week the staff member was absent.
Select the Absent Reason. Custom reasons can be managed at My School > General > Databases: Absent Reasons.
Complete the replacement details: tick Replacement if a replacement teacher is needed, indicate who pays the replacement's salary (Payment), specify the documentation required (e.g. Medical Certificate), and add any Notes.
Click Continue to save the entries. Multiple staff members can be added before clicking Continue.
Employment category separation: Absentees must be captured within their specific employment category (Department vs SGB) to keep payroll and reporting data distinct for different funding bodies.
Historical data integrity: Absentee records that have been included in a finalised statutory export cannot be deleted, to maintain a consistent audit trail.
The selected dates fall outside official staff term dates or are marked as a school holiday. Go to My School > General > Annual Calendar: Terms/Holidays to verify and update your calendar settings.
Yes. All captured staff absentee data, including notes and replacement details, is formatted to align with SA-SAMS requirements for statutory submission exports.
No. The system prevents marking leave during official school holidays as defined in the Terms/Holidays setup.
Last updated: April 2026 | Version 3.0