Taking attendance
Finding a class, the four statuses, Mark remaining absent, and why Excused is not cosmetic.
Attendance is recorded per class, per student, with one of four statuses. It feeds the attendance and engagement reports, the "last attended" column on your student list, the trial no-show emails and the inactivity alerts — so a class nobody marked is a hole in all of them.
Classes then Attendance is the screen.
Finding the class
The attendance screen shows one day at a time, not a week. Four controls across the top:
- Previous Day and Next Day
- a date picker, for jumping to any date
- Today
Under them, that day's classes, each as a card with the program name, the time, the instructor, and a Take Attendance button. Clicking anywhere on the card does the same thing.
Trial activity is flagged here: a class with prospects booked in shows "2 trial students", and a one-to-one intro session is badged Trial with the prospect's name.
If the day is empty, it says "No sessions scheduled for this date." That is almost always a schedule question rather than an attendance one — see Your class schedule.
The sheet
Opening a class gives you three things: a card naming the class, date, time and instructor; a search box for adding somebody; and the roster table.
Who is already on it
The sheet builds itself, and nobody is ever defaulted to a status:
| Row | Where it came from |
|---|---|
| Plain | Already has a saved record — either you saved it earlier, or the student checked themselves in at the kiosk. |
| Trial badge | A prospect booked into this class. |
| Enrolled badge | Actively enrolled in this class's program, with nothing recorded yet. |
Kiosk check-ins arrive already marked Present. Everyone else starts unmarked with an amber Not marked pill and an amber stripe down the left of the row, so an unfinished sheet is obvious at a glance.
Marking
Four radio columns: Present, Absent, Late, Excused. Tap one per student. The Notes box on each row takes an optional note.
Then Save Attendance. The button is disabled until something has actually changed, so you cannot save an empty sheet by accident.
Mark N remaining absent
A button appears next to Save whenever anybody is unmarked: Mark 12 remaining absent. It flips every unmarked row to Absent in one press, leaving rows you have already marked alone.
Mark the handful who are present, press it, then Save. It is the fastest way to finish a sheet, and it is what makes the attendance and retention reports trustworthy — a student with no row at all is invisible to them, whereas a student marked absent is a fact.
It only sets the statuses. You still have to press Save Attendance.
Rows nobody touched are not re-sent when you save, which is what stops a later edit from overwriting the real time a kiosk check-in happened, and who recorded it.
Excused matters more than it looks
Excused is not cosmetic. Two jobs read it:
- Trial no-show emails. A trial student marked Absent gets a "we missed you" email; one marked Excused does not. If a prospect rang ahead, mark them excused.
- Inactivity alerts. Only Present and Late count as having attended. An excused absence is still an absence for the purpose of "this student has stopped coming", which is deliberate — counting it as a visit would hide exactly the student the alert exists to surface.
Adding somebody who isn't listed
The Add students box searches from two characters up. What it finds is narrower than you might expect:
- students actively enrolled in this class's program, and
- students trial-booked into this exact class.
Both of those are already on the sheet, so in practice the search is a fallback for a row you removed, or for a prospect whose booking arrived after you opened the page. Somebody added this way starts marked Present.
You cannot search up a student from another program
A student enrolled in Kids Karate will not be found on the Adult BJJ sheet. Dropping in on another class is not something the attendance sheet supports — enroll them in that program, or book them a trial.
Results show Already added or Already recorded where relevant, so nobody gets listed twice. Remove on a row takes off an entry that has not been saved yet; a saved row has no Remove button, because attendance already recorded is a record.
An empty sheet
"No students are actively enrolled in this program yet — search above to add students." means exactly what it says: the class exists, but nobody has an active enrollment in its program. Fix it on Students then Enrollments, not here.
Who can take attendance
Owner, Admin and Instructor can all record attendance, and they all use the same sheet. Instructors reach it through their own three-item sidebar — see The instructor view.
Editing an old sheet
Open any past date from the date picker and re-open the class. Changing a status and saving overwrites the old value. There is no lock-out period and no approval step — correcting last Tuesday is a normal thing to do.
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