Create Attendance Register

Create Attendance Register

Set up attendance registers to define tracking rules for courses and batches.

Time Required: 10 minutes Module: Attendance User Role: Attendance Manager

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Table of Contents

1. Overview
2. Prerequisites
3. Create Register
4. Configure Tracking Rules
5. Assign to Batches
6. Field Reference
7. Troubleshooting

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Overview

Attendance registers define:

• Which courses and batches are tracked
• What attendance mode to use
• Minimum attendance requirements
• Reporting periods

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Prerequisites

Before creating an attendance register:

• Courses and batches configured
• Students enrolled in batches
• Attendance mode selected in settings
• Academic calendar set up

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Create Register

Step 1: Navigate to Registers

1. Go to OpenEduCat > Attendance > Attendance Registers
2. Click Create

Step 2: Enter Basic Information

Field	Description	Required	Example
Name	Register identifier	Yes	”BCS 2025 Attendance”
Code	Unique code	Yes	”ATT-BCS-2025”
Course	Associated course	Yes	”Bachelor of Computer Science”
Batch	Associated batch	Yes	”BCS-2025-A”
Academic Year	Current year	Yes	”2025-2026”

Step 3: Set Date Range

Field	Description	Example
Start Date	Register start	2025-08-01
End Date	Register end	2026-05-31

Step 4: Save Register

Click Save to create the register in draft state.

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Configure Tracking Rules

Attendance Requirements

Setting	Description	Typical Value
Minimum Attendance %	Required for exams	75%
Warning Threshold	Alert when below	80%
Shortage Notification	Alert on shortage	Enabled

Tracking Mode

Select how attendance is recorded:

Mode	Description
Per Session	Each timetable session
Per Subject	Once per subject per day
Daily	Once per day total

Grace Options

Setting	Description
Grace Days	Allowed unexcused absences
Medical Leave Days	Excused medical absence limit
Carry Forward	Carry grace to next period

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Assign to Batches

Single Batch Assignment

When creating:

1. Select single batch in the register form
2. All students in batch are tracked

Multiple Batches

For registers spanning multiple batches:

1. Create register with course only
2. Go to Batches tab
3. Click Add a line
4. Select multiple batches

Bulk Assignment

1. Go to OpenEduCat > Course > Batches
2. Select multiple batches
3. Click Action > Create Attendance Register
4. Configure common settings
5. System creates register for each batch

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Field Reference

Register Fields

Field	Technical Name	Type	Required
Name	name	Char	Yes
Code	code	Char	Yes
Course	course_id	Many2one	Yes
Batch	batch_id	Many2one	No
Start Date	start_date	Date	Yes
End Date	end_date	Date	Yes
State	state	Selection	Auto

Requirement Fields

Field	Technical Name	Type	Default
Min Attendance	min_attendance	Float	75.0
Warning %	warning_threshold	Float	80.0
Grace Days	grace_days	Integer	0

State Transitions

Draft → Active → Closed
         ↓
      On Hold

State	Description
Draft	Being configured
Active	Tracking attendance
On Hold	Temporarily paused
Closed	Period ended

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Troubleshooting

Register not appearing in attendance sheet

Problem: Cannot select register when creating sheet.

Solutions:

1. Verify register state is Active
2. Check date range includes current date
3. Ensure course/batch match
4. Verify user has access to register

Students not included

Problem: Some students missing from attendance.

Solutions:

1. Verify students are enrolled in batch
2. Check enrollment dates overlap register dates
3. Confirm student status is Active
4. Check for enrollment filters

Cannot close register

Problem: Close button not working.

Solutions:

1. Ensure all attendance sheets are confirmed
2. Verify no pending attendance records
3. Check end date has passed
4. Review any validation errors

Attendance percentage wrong

Problem: Calculated percentage seems incorrect.

Solutions:

1. Verify total sessions count
2. Check for duplicate attendance records
3. Confirm excused absences counted correctly
4. Review attendance mode (session vs. daily)

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Related

• Configure Attendance Settings
• Mark Attendance Manually
• Track Attendance
• Attendance Reports