Manage Attendance

This module allows you to record student and teacher attendance at scheduled lessons. An individual student's attendance record appears in the Attendance tab on their student file.

Teachers can view and mark attendance records on their rolls.

Attendance records are generated from Enrolment records, but also take information from any Calendar Entries that are connected to those enrolments.

Note that other work besides scheduled lessons can be added to teachers' rolls. For more information on this, see Pre-Approved Payments.

By setting up Attendance Codes with the appropriate options selected, you can use the Attendance records to reconcile lessons billed against lessons given, and also calculate teacher pays for the scheduled lessons.

To use this module, you need to activate it in General Settings and set some options to suit your needs.

There are also settings to allow you to fine-tune what functions your teachers have access to.

Step through all the settings at Attendance Settings.

Create the codes your staff can use for roll marking, to indicate student presence or absence, teacher absence, etc.

For each code, you set whether the lesson is billable to the student, and whether it is payable to the teacher.

For more information see Set Up Attendance Codes.

Ensembles rolls show the full term and should be set up at the start of each term.

When a new student joins an ensemble after the roll is set up, you can add them to the existing roll.

If you create a new ensemble after the other rolls have already been created, you can set up the roll for just that ensemble.

For a full explanation, see the article Set Up Ensemble Rolls.

Tuition rolls change whenever a student starts or ends or changes a lesson, so tuition rolls need to be created each week.

If something changes after the rolls are set up for the week, you can add, edit, or delete an individual attendance record and the change will be reflected on the roll.

See the article Set Up Weekly Tuition Rolls.

Admin staff can mark the rolls by going to Common Tasks > Roll Marking TUITION > Mark Rolls

The roll will look something like this.

Work through the roll, marking each lesson with the appropriate attendance code based on what actually happened.

If most of the records have the same code, you can use the green Mark All button to mark the whole roll in bulk, then change individually any records that need a different code.

The ensembles are highlighted in the yellowish colour you see in the bottom lines on this screenshot. Marking the ensemble on this roll indicates whether the whole class took place, and the teacher was present.

To mark the attendance of individual students at the ensemble, select the name of the ensemble to open up the roll for that ensemble.

TIP: If you need to mark another roll next, for this teacher or any other teacher, you can bring up the window to find the next roll just by selecting the Find button in the black main bar. (You don't need to go back to the Common Tasks menu to run it again.)

There are guides available to help teachers navigate the roll marking with there access.

Music Monitor can calculate staff salaries based on information on the rolls.

For more information on the salaries module, see the articles in the Salaries help category.

There is no need to keep old Attendance records. We recommend that once a year, after you've finished any processes that depend on this information - such as billing reconciliation and payroll calculations - you archive the old records.

See Archive Attendance Records for guidance.