How to Record Student Attendance in the SMS

Overview

This tutorial will show users how trainers can mark student attendance throughout their training sessions. This feature in the Student Management System (SMS) offers an efficient way to track attendance, ensuring students complete their training.

IMPORTANT:

1. An event must be plotted in order to record your student attendance. 
2. Scheduled Hours must be set which will serve as the total hours for the event, less any breaks.
   

Step Tutorial

1. From the sidebar menu, go to Schedule, then navigate through the calendar.

2. Click on the event where you want to record student attendance. Click Edit.

3. Scroll down the Modify event modal until you reach the section displaying the list of students.

Click the space under the Present column for each student to update their attendance. A small window with a dropdown menu will appear when you click on the space.

Select Yes if the student is present, No if they are absent, or Partial if they were partially present. Then click Update once done.

NOTE:

1. If a student is tagged as No, an email will be triggered to notify them about their absence. Here's a sample email for reference:
   

Check out this tutorial to learn how to can setup this email: How to Setup Attendance Emails

1. If a student is tagged as Partial, you can specify details about the number of hours missed and the reason for their absence.
   

To do this, click the expand icon and click New. Enter the number of hours under Time Not Present and provide the Reason they missed these hours.

Click the check icon to save changes.

1. When generating an Attendance Report in the SMS, Scheduled Hours and Time Not Present are now available as report fields.
   

1. Also note that attendance charts in the SMS dashboards will now factor in partial attendance.
   

Additional Information

The SMS also provides an Event Roll feature.

An Event Roll is a document or digital record used to track student attendance at a specific training session, class, or event associated with a course. This tool helps ensure accurate record-keeping and supports compliance with attendance monitoring requirements for training organisations.

To download and view an Event Roll, navigate to the Schedule section in the SMS. Then, select the specific event for which you wish to download the Event Roll.

Click on the Edit button.

In the Modify Event modal, scroll down to the list of students' section, where we update the attendance.

The Event Roll button is located at the top-right corner of this section. Click the button to view and download the event roll for that event.

And that’s how to record student attendance in the SMS

Congratulations on completing this tutorial. We hope this has been helpful to you and your organisation. For any questions or concerns regarding this function, please reach out to the contact support via email.

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FAQs

What are the prerequisites for recording attendance?

You must first create an event in the Schedule.

Scheduled Hours for the event need to be set.

What notifications are sent when a student is absent?

Students marked as No receive an automated email about their absence.

You can customise the email by updating the Attendance Emails. To learn more, see this tutorial: How to Setup Attendance Emails

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