Skip to main content

Attendance Summary and Export

We understand the importance of having clear and accessible attendance summaries, especially for our Music staff. Our Attendance Summary and Export feature is designed to make it easier to track and manage student attendance, calculate owed lessons, and streamline retrospective session billing for parents.

What is the Attendance Summary?

A comprehensive table for student attendance.

Our feature presents a table summarising student attendance for specific periods, such as a term or semester. This allows users to:

  • Track and manage student attendance effectively

  • Calculate owed lessons due to circumstances like missed lessons or cancellations

  • Perform retrospective session billing for parents

How to Use:

Prerequisites for using Attendance Summary:

To maximise the benefits of the Attendance Summary feature, your school needs to accumulate student attendance data. The process starts with Activity Selections, and while having this feature enhances your Attendance data, it works seamlessly even if you don't have it. Activity Selections now include the number of sessions attached—learn more.

Once students have chosen the Activity and its options, if applicable, they are placed into Teams and Sessions.

To generate attendance data, it's essential to mark the roll. This action automatically populates columns with pre-filled information on student presence, unexplained absences, and explained absences.

Accessing Attendance Summary

  1. Go to the 'Attendance' section.

  2. Navigate to the 'Attendance Summary' tab.

Pre-filling the Attendance Summary Table:

First, utilise filters on the Attendance Summary page: Selection group (if applicable from the banner), time period filter, Activity, and staff. Read more about our time period filter here.

The columns will be pre-filled according to the attendance data within the set time period.

Here, you can view linked invoices for each student for the selected Activity.

You can also export the data on the table by selecting the export button.

Generating an Invoice:

  1. Pre-fill the Attendance Summary Table, by using the filters

  2. Scroll to the end of the row for each student.

  3. Select the three dots.

  4. Choose 'Generate Invoice.'

  5. Select the sessions you want to include.
    ​
    ​You can select present sessions, unexplained absences and future sessions.

    Here you can also view any attendance flags attached to the session. There will be an Attendance Flag image next to the session.

  6. Fill out the amount per session or the total amount.

  7. Choose tax requirements.

  8. Click 'Generate Invoice.'

This will create a unique invoice that you can view on the payments page and on the Attendance Summary table.

Note: Sessions with generated invoices cannot be selected again to avoid double billing.

Adding Attendance Flags to the Attendance Summary Table:

  1. Access extra filters through the settings toggle in the Attendance Summary table. The settings toggle is at the end of the title row.

  2. Select 'Attendance Flags' to display in the table.

  3. Save your preferences.

Viewing Attendance Flags:

  • Click the number in the row under the 'Attendance Flag' column to see which sessions received flags.
    ​

See an example in the image below:

FAQ

Why is the banner for 'pre-filling total sessions based on Activity Selection for Select Group' not showing?

The banner appears only if you have Activity Selection. If not, you can disregard this step.

How do I unlock the feature of the Attendance Summary if it's blank?

Ensure accurate Attendance Data by tying it to a specific time period using the Time Period Filter. Learn more in our Time Period Article.

How do I pre-fill or populate the total sessions for each student?

Configure total sessions when creating Activity Selections. These are in the field 'No. of Sessions'. Which is the total number of sessions included in this Activity Selection. If you have options in your Activity Selection, you can input a total session for each option.

See the example in the image below:
​
​


​
​


Alternatively, manually enter session amounts in the Attendance Summary column 'Total Sessions.'

Note: when you re-enter these filters, the total sessions will be remembered. This will help you keep track of the sessions a student has left for the Activity!
​
See an example below:
​

Do guardians receive a notification when an invoice is generated?

Yes, all guardians will be notified via email.

How do I generate an invoice for a student with different session amounts?

Generate separate invoices for sessions with different amounts, ensuring accurate billing for each type of session.

Where can students and parents see 'No. of Sessions'?

The 'No. of Sessions' will be visible to students and guardians in Activity Selection in the Selection below the price and the Portal Cart.
​

How do I generate an invoice for a student with varying session amounts for present sessions and unexplained absences?

We recommend a two-step approach:

  1. Select sessions with a uniform amount, such as present sessions, and generate an invoice for this specific set.

  2. Create a separate invoice for unexplained absences, specifying the distinct amount for these sessions.

This ensures accurate billing for different types of sessions, providing clarity for both you and the student or guardian.

Did this answer your question?