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Student Attendance & Reports

EazyClassroom automatically tracks when students join and leave sessions. This page explains how to view attendance data, understand the reports, and use this information for progress tracking.

1. What Attendance Data Is Collected​

Whenever a student joins a session (via the parent portal or direct link), the system records:

  • Student name
  • Join time – exact timestamp when they entered the session.
  • Leave time – when they exited (or when the session ended).
  • Duration – total time present (calculated automatically).
  • Teacher – who conducted the session.
  • Room / class – which session they attended.

For in‑person students who do not join online, attendance is not automatically tracked. You can manually mark attendance (feature planned).

2. Who Can View Attendance​

RoleWhat They Can See
AdminAll students’ attendance across the school, filterable by grade/section, teacher, date range.
TeacherAttendance for students assigned to them (by grade/section or room).
ParentAttendance for their own children (join/leave times for each session).

3. Viewing Attendance as an Admin​

Step 1: Navigate to Attendance​

Go to Reports → Attendance in the sidebar (or Students → Attendance depending on your menu).

Step 2: Apply Filters​

You can filter by:

  • Date range – today, this week, this month, custom range.
  • Teacher – select one or multiple teachers.
  • Grade & Section – focus on a specific class.
  • Student – search for an individual student.

Step 3: View the Attendance Table​

The table shows:

  • Student name
  • Grade & Section
  • Teacher
  • Session name / Room
  • Join time
  • Leave time
  • Duration (minutes)
  • Status (Present, Late, Left Early)

Step 4: Export Report​

Click Export CSV to download the data for further analysis in Excel or Google Sheets.

4. Viewing Attendance as a Teacher​

Teachers see attendance only for students assigned to them.

Access Attendance​

Go to Reports → Attendance (or from the class details page).

You will see:

  • A list of your sessions (past classes).
  • For each session, the students who attended, with join/leave times and duration.

From a Specific Recording​

  1. Go to Recordings.
  2. Click on a recording.
  3. In the details page, there is an Attendance tab showing who attended that session.

5. Viewing Attendance as a Parent​

Parents can see their child’s attendance from the parent dashboard.

Step 1: Log in as Parent​

Go to the parent portal and select your child.

Step 2: Go to Attendance​

Click Attendance in the sidebar (or from the child’s profile page).

Step 3: View Attendance Log​

The page shows:

  • Date of the session.
  • Class name / Room.
  • Teacher.
  • Join time and leave time.
  • Duration.
  • Recording link (if available).

Parents cannot export attendance but can print the page.

6. Understanding Attendance Status​

StatusMeaning
PresentJoined on time (within first 5 minutes of session start).
LateJoined more than 5 minutes after the session started.
Left EarlyLeft before the session ended (more than 5 minutes before end).
AbsentDid not join at all (only appears in summary reports, not in detailed logs).

The threshold for “late” (5 minutes) can be customised by the admin in Settings → Attendance (coming soon).

7. Attendance Reports for Progress Tracking​

Individual Student Report​

Admins and parents can generate a report for a single student over a period (e.g., monthly).

  1. Go to Students and select the student.
  2. Click Attendance Report.
  3. Choose date range.
  4. The report shows:
    • Total sessions held for that student’s grade/section.
    • Number attended.
    • Attendance percentage.
    • List of missed sessions with recording links.

Class Report​

For a specific grade/section or teacher’s class:

  1. Go to Reports → Class Attendance.
  2. Select the grade/section and date range.
  3. The report shows:
    • List of all students in that class.
    • Attendance percentage per student.
    • Overall class attendance percentage.

8. Automatic vs. Manual Attendance​

Automatic Tracking (Online or Hybrid Students)​

  • When a student joins via the parent portal link, attendance is recorded automatically.
  • Accurate join/leave times are captured.
  • No action required from teachers or admins.

Manual Attendance (For Physical‑Only Students)​

If your school is Physical School but students never join online (they are always in person), you may want to mark attendance manually.

How to mark manually (planned feature – coming soon):

  • From the recording details page, click Mark Attendance.
  • Select students who were present.
  • Enter notes (e.g., “Student was late due to bus”).

For now, you can use the export CSV and add manual notes externally.

9. Using Attendance for Billing or Reporting​

Schools that charge per session or need attendance for compliance can export the CSV and integrate with their own systems.

Example uses:

  • Calculate monthly tuition based on attended sessions.
  • Generate progress reports for parents.
  • Identify students with chronic absenteeism.
  • Provide evidence for government funding (where attendance is required).

10. Best Practices​

  • Encourage parents to use the join link – even for in‑person students if you want automatic tracking. They can join from a tablet at the start of class.
  • Set expectations – communicate to parents that attendance is automatically recorded.
  • Review attendance weekly – identify students who are falling behind.
  • Use reports in parent‑teacher conferences – show concrete data on participation.

11. Frequently Asked Questions​

Yes. The join link contains a unique identifier that ties the session to the student. The system knows which student is joining (based on the link generated for that parent/student).

Only the first connection is counted. Multiple tabs or devices from the same student will not duplicate attendance.

Can a parent mark attendance if their child was physically present but did not join online?​

No. Only automatic tracking is available. For physical‑only attendance, you must use manual marking (coming soon) or an external system.

How far back can I view attendance?​

Indefinitely. Attendance logs are stored as long as the related recording exists (retention period: 3 days free, 6 months paid). After a recording is deleted, attendance logs for that session are also removed.

Can I receive attendance reports via email?​

Not automatically, but you can export CSV and set up a scheduled report (planned feature).

What happens if a student joins and leaves multiple times during a session?​

The system records the first join time and the final leave time. Intermediate disconnections are not logged separately (they appear as a single session). The total duration is the time between first join and final leave.

Can I see when a student was kicked out by the teacher?​

Yes, if a teacher removes a student, the leave time will be recorded at that moment, and a note may appear in the log (depending on settings).

12. Example Reports​

Example 1: Weekly Attendance for a Class​

Class: Grade 3 – Section A
Teacher: Ms. Sarah
Week: June 1–7, 2026

StudentMonTueWedThuFriAttendance %
John D.PPAPP80%
Emma S.PPPPL80% (L = Late)
Liam K.APPPP80%

Example 2: Individual Student Report​

Student: John D. (Grade 3 – Section A)
Period: June 2026

DateSessionTeacherJoin TimeLeave TimeDurationRecording
Jun 1MathMs. Sarah09:0210:0058 min[Watch]
Jun 2ScienceMr. John09:0509:5853 min[Watch]
Jun 3(Absent)–––––
Jun 4MathMs. Sarah09:0110:0261 min[Watch]
Jun 5EnglishMs. Emily09:1009:5545 min (Late)[Watch]

Total sessions: 5
Attended: 4
Attendance rate: 80%
Late arrivals: 1

13. Technical Notes​

  • Attendance data is stored in the joined_classes table.
  • Columns: Student_ID, Meeting_ID, Joining_Time, Leaving_Time, status.
  • The system calculates duration automatically when the session ends.
  • Reports are generated via SQL queries filtering by date, user, and role.

14. Future Enhancements (Roadmap)​

  • Manual attendance marking – for physical‑only students.
  • Scheduled email reports – weekly/monthly to admins and parents.
  • Attendance heatmap – visual overview of attendance patterns.
  • Integration with SIS – sync attendance data with external systems.
  • QR code check‑in – students scan a code to mark attendance in person.

Need help with attendance reports? Contact support@eazyclassroom.net.