Attendance Reports

Attendance Reports

Generate and analyze attendance reports for students, courses, and batches.

Time Required: 5-15 minutes Module: Attendance User Role: Attendance Manager, Faculty, Administrator

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Table of Contents

1. Overview
2. Available Reports
3. Generate Reports
4. Student Attendance Report
5. Batch Attendance Report
6. Shortage Report
7. Export Options
8. Field Reference
9. Troubleshooting

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Overview

Attendance reports provide insights into:

• Individual student attendance patterns
• Class/batch attendance summaries
• Attendance shortage identification
• Trend analysis over time
• Compliance with minimum requirements

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Available Reports

Report	Purpose	Users
Student Attendance	Individual student summary	Faculty, Admin
Batch Attendance	Class-wide statistics	Faculty, Admin
Subject Attendance	Per-subject breakdown	Faculty
Shortage Report	Below threshold students	Admin
Daily Report	Daily attendance summary	Faculty
Monthly Report	Monthly trends	Admin
Comparative Report	Batch/course comparison	Admin

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Generate Reports

Step 1: Access Reports

1. Go to OpenEduCat > Attendance > Reports
2. Select report type from menu

Or use:

1. Go to OpenEduCat > Reporting > Attendance Reports

Step 2: Set Filters

Common filter options:

Filter	Description
Date Range	Start and end dates
Course	Specific course
Batch	Specific batch
Student	Individual student
Subject	Specific subject

Step 3: Generate

1. Click Generate or Print
2. Report displays in view or PDF

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Student Attendance Report

Generate Individual Report

1. Go to OpenEduCat > Attendance > Reports > Student Attendance
2. Select filters:

Field	Description
Student	Select student
Date From	Report start
Date To	Report end
Course	Filter by course

3. Click Generate Report

Report Contents

Section	Information
Header	Student details, report period
Summary	Total sessions, present, absent
Percentage	Overall attendance %
Details	Date-wise attendance records
Status	Meets requirement or shortage

Sample Output

Student: John Doe (STU001)
Course: Bachelor of Computer Science
Period: August 2025 - December 2025

Summary:
- Total Sessions: 120
- Present: 108
- Absent: 8
- Excused: 4
- Late: 3

Attendance Percentage: 90%
Status: Meets Requirement (Min: 75%)

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Batch Attendance Report

Generate Batch Report

1. Go to OpenEduCat > Attendance > Reports > Batch Attendance
2. Select:

Field	Description
Course	Select course
Batch	Select batch
Date Range	Report period

3. Click Generate Report

Report Contents

Section	Information
Overview	Batch statistics summary
Student List	Each student’s attendance
Comparison	Best/worst attendance
Trends	Weekly/monthly patterns

Batch Statistics

Metric	Description
Average Attendance	Batch mean %
Highest	Best student %
Lowest	Worst student %
Meeting Requirement	Count above threshold
Shortage	Count below threshold

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Shortage Report

Generate Shortage Report

1. Go to OpenEduCat > Attendance > Reports > Attendance Shortage
2. Configure:

Field	Description
Course	Filter by course
Batch	Filter by batch
Threshold	Minimum % (default: 75%)
Date Range	Report period

3. Click Generate Report

Report Contents

Lists students below threshold:

Column	Description
Student Name	Student identifier
Current %	Actual attendance
Required %	Threshold value
Shortage	Sessions needed
Sessions Left	Remaining sessions
Can Recover	Yes/No

Recovery Calculation

The report calculates if student can reach threshold:

Sessions Needed = (Required% * Total - Current Present) / 100
Can Recover = Sessions Needed <= Sessions Remaining

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Export Options

Export to PDF

1. Generate report
2. Click Print button
3. Select PDF format
4. Download file

Export to Excel

1. Generate report
2. Click Export button
3. Select Excel format
4. Download file

Export to CSV

1. Generate report
2. Click Export > CSV
3. Download for further analysis

Scheduled Reports

1. Go to OpenEduCat > Configuration > Scheduled Reports
2. Create new schedule:

Field	Description
Report Type	Attendance report type
Frequency	Daily, Weekly, Monthly
Recipients	Email recipients
Filters	Default filter values

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Field Reference

Report Filters

Field	Type	Description
date_from	Date	Report start
date_to	Date	Report end
course_id	Many2one	Course filter
batch_id	Many2one	Batch filter
student_id	Many2one	Student filter

Report Output

Field	Type	Description
total_sessions	Integer	Total tracked sessions
present_count	Integer	Present sessions
absent_count	Integer	Absent sessions
excused_count	Integer	Excused absences
late_count	Integer	Late arrivals
attendance_percent	Float	Overall percentage

Shortage Metrics

Field	Type	Description
threshold	Float	Minimum required %
shortage_percent	Float	Below threshold by
sessions_needed	Integer	To reach threshold
can_recover	Boolean	Recovery possible

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Troubleshooting

Report shows no data

Problem: Generated report is empty.

Solutions:

1. Verify date range includes attendance records
2. Check course/batch filters are correct
3. Ensure attendance sheets are confirmed
4. Verify user has access to selected data

Percentage calculation wrong

Problem: Attendance percentage seems incorrect.

Solutions:

1. Verify total sessions count
2. Check for duplicate attendance records
3. Confirm excused absences are counted correctly
4. Review late marking settings
5. Check calculation formula in settings

Export not working

Problem: Cannot download report.

Solutions:

1. Check browser popup blocker
2. Try different export format
3. Reduce report size (smaller date range)
4. Check server storage space
5. Review browser download settings

Scheduled report not sending

Problem: Automated reports not arriving.

Solutions:

1. Check email server configuration
2. Verify recipient email addresses
3. Check scheduled job is running
4. Review cron logs for errors
5. Test with manual send

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Related

• Configure Attendance Settings
• Mark Attendance Manually
• Create Attendance Register
• Academic Reports