Child Attendance Sheet
View the children attendance sheet to track the following data: Child Name, Time In, Time Out, Reason/Note, and Status.
Overview
The Child Attendance Sheet is the Children tab of the Attendance section. It records every clock-in and clock-out for each child, calculates how long they attended against the expected day length, and marks each record as Present, Late, Absent, or Excused.
The Attendance section is organised into four tabs:
| Tab | What It Shows |
|---|---|
| Children | Attendance records for every child. |
| Teachers | Attendance records for teaching staff. |
| Admins | Attendance records for admin users. |
| Reports | Attendance reports and summaries. |
Each row on the Children tab is one attendance record:
| Column | What It Shows |
|---|---|
| Child Name | The child the record belongs to. |
| Date | The day of the record, including the weekday — for example Wed, 5 Aug, 2026. |
| Clock In | The time the child arrived. |
| Clock Out | The time the child left. |
| Hours Attended | Time attended against the expected day length — for example 3h 0m / 8h. Shows a dash when it cannot be calculated. |
| Reason/Note | An optional note explaining a late arrival or an absence. |
| Status | Present or Late. |
| Action | View details opens that child's full attendance profile. |
At the top of the page you can:
- Change the period with the Date dropdown.
- Narrow the list with the All Classrooms dropdown.
- Find a specific record with Search by name, class, etc.
- Load more or fewer records with Rows per page.
How to Access
-
Admins
- Click Attendance in the left sidebar.
- Open the Children tab.
- Click Add Attendance to record a new entry, or click View details on any row to open that child's attendance profile.
-
Teachers
- Click Attendance in the left sidebar.
- Open the Children tab.
- By default, teachers see attendance only for their assigned classrooms and children. Adding or changing records depends on their custom role.
-
Parents
- Sign in to the Parent Dashboard.
- Clock the child in on arrival and out at pick-up.
- Parents can do this for their own children only and cannot see other children's records.
Roles & Access
Access is based on custom roles. Your school admin creates custom roles for all users and controls exactly which permissions each role has — View, Edit, Create, and Delete — for every section of the system, including Attendance.
| User | What they can do with child attendance |
|---|---|
| Admins | Create, view, edit, and delete attendance records for any child. |
| Teachers | View attendance for their assigned classrooms and children by default. With the right custom role, they can also create, edit, and delete records. |
| Parents | Clock in and clock out for their own children only. |
For staff users, each action maps to a permission on their custom role:
- View permission for Attendance — open the Children tab and read records.
- Create permission — add a new attendance record.
- Edit permission — correct the times or the note on an existing record.
- Delete permission — archive or permanently remove a record.
Where to manage roles: Go to Settings → Roles & Permissions, then click + Create Role to build a new custom role, or select an existing role to toggle its permissions. Super Admin permissions are fixed and cannot be edited.
How to Add a New Attendance Record
From Attendance → Children, click Add Attendance and fill in the record:
-
Child
- Select the child the record belongs to.
-
Date
- Choose the day being recorded.
-
Clock In
- Enter the arrival time.
-
Clock Out
- Enter the departure time.
-
Reason/Note — optional
- Add a short explanation for a late arrival or an absence. This is what appears in the Reason/Note column.
-
Save the record
- The record appears in the list, Hours Attended is calculated from the two times, and the Status badge is set for the day.
Parents record attendance too. When a parent clocks their child in or out from the Parent Dashboard, the entry appears in this sheet automatically — so on most days there is nothing to add manually.
Reading a Child's Attendance Profile
Click View details on any row to open that child's profile. The header shows the child's name with their current status badge, plus a Last Month dropdown to change the period.
The profile row shows Class, Age, Parent/Guardian, and Admission number.
Below it, five summary cards cover the selected period:
| Card | What It Counts |
|---|---|
| Total School Days | School days in the selected period. |
| Present Days | Days the child was marked Present. |
| Absent Days | School days with no attendance recorded. |
| Late Days | Days the child clocked in after the expected start time. |
| Excused Days | Absences that were approved or excused. |
The Attendance logs table lists every individual record with its Date, Clock In, Clock Out, Hours Attended, Reason/Note, and Status, plus an ⋯ menu to view, archive, or delete that record.
Attendance Statuses
| Status | Meaning |
|---|---|
| Present | The child arrived on time and attended the day. |
| Late | The child clocked in after the expected start time. |
| Absent | No attendance was recorded for a school day. |
| Excused | The absence was approved — counted under Excused Days. |
Tips
- Set the period first. The list and every summary card follow the Last Month dropdown, so change it before reading the numbers.
- Use the classroom filter to review one class at a time instead of scrolling the whole school.
- Always add a Reason/Note for a late arrival or absence — it is the only context the sheet keeps, and it shows up in reports.
- A dash in Hours Attended means the record is incomplete. Open View details and correct the clock-in or clock-out time.
- Read Late Days alongside Present Days. A child can be attending every day and still be recorded late most mornings.
- Head to the Reports tab when you need attendance totals across classrooms rather than one child at a time.
FAQs
Admins can create, view, edit, and delete any record. Other users can add records if their custom role includes Create permission for Attendance.
No. By default a teacher sees only the children in their assigned classrooms. A custom role can widen that, and can also allow creating, editing, archiving, and deleting.
Parents can clock in and clock out for their own children only. They cannot view or edit any other child's attendance.
Because the total cannot be calculated — usually the record is missing a clock-out, or the clock-out time is earlier than the clock-in time. Fix the times and the total appears.
Absent means no attendance was recorded for a school day. Excused means the absence was approved, and it is counted separately under Excused Days.
Click View details on their row. You get the child's profile, the five summary cards, and the complete Attendance logs table.
Check the two filters at the top right — the Last Month period dropdown and the All Classrooms dropdown both limit what the sheet shows.
Yes — use the Reports tab in the Attendance section for summaries across children, classrooms, and date ranges.
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