Track Student Attendance

Track Student Attendance

Record daily attendance, generate reports, and monitor student attendance patterns with sheet-based or kiosk modes.

Time: 2–5 minutes per session Module: OpenEduCat Attendance, OpenEduCat Attendance Enterprise Permissions: Faculty or Attendance Manager

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Prerequisites

• Courses, batches, and subjects configured
• Students enrolled in batches
• Faculty assigned to subjects
• Attendance register configured
• Access to Attendance menu

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Overview

The Attendance Management system enables:

• Sheet-based attendance marking
• Kiosk mode for self check-in
• Subject-wise or session-wise tracking
• Percentage calculation and reporting
• XLSX export functionality
• Progression integration (attendance-based)
• Mobile app attendance marking
• Parent/student portal visibility

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Attendance Workflow

Create Attendance Sheet
        ↓
Mark Attendance (Present/Absent)
        ↓
    Validate Sheet
        ↓
    Sheet Closed

State	Description
Draft	Sheet created, attendance editable
Start	Attendance marking in progress
Done	Sheet validated and closed

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Steps

1. Configure Attendance Register

1. Navigate to Attendance → Configuration → Attendance Register
2. Click New
3. Configure the register:

Field	Action
Name	Register name (e.g., “2024 Spring Semester”)
Course	Select course
Batch	Select batch
Academic Year	Select year
Academic Term	Select term

4. Click Save

2. Create Attendance Sheet

1. Navigate to Attendance → Attendance Sheet
2. Click New
3. Complete the sheet form:

Field	Action
Name	Auto-generated or manual entry
Register	Select attendance register
Course	Auto-filled from register
Batch	Auto-filled from register
Subject	Select subject (optional)
Faculty	Select faculty member
Session	Select timetable session (optional)
Attendance Date	Select date
Start Time	Set session start
End Time	Set session end

4. Click Save

3. Generate Student Lines

After saving the sheet:

1. Click Generate Attendance Lines (if not auto-generated)
2. System fetches all students enrolled in the batch
3. Each student appears as a line item
4. Default status: Present

4. Mark Attendance

1. Open the attendance sheet

2. In Attendance Lines section:

   • Each student shown with name and photo
   • Toggle Present checkbox for each student
   • Uncheck for absent students

3. Or use quick actions:

   • Mark All Present: Set all to present
   • Mark All Absent: Set all to absent

4. Click Save to preserve changes

5. Validate Attendance Sheet

1. After marking all students
2. Click Validate button
3. Sheet state changes to Done
4. Attendance records finalized
5. Cannot edit after validation

6. Mark Attendance via Kiosk Mode (Enterprise)

For self check-in stations:

1. Navigate to Attendance → Kiosk Mode

2. Configure kiosk:

   • Select course and batch
   • Set session parameters

3. Students check in by:

   • Scanning ID card
   • Entering student ID
   • Biometric (if configured)

4. Attendance recorded automatically

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Attendance Types

Type	Code	Description
Present	P	Student attended
Absent	A	Student did not attend
Late	L	Student arrived late
Excused	E	Approved absence

Configure Attendance Types

1. Navigate to Attendance → Configuration → Attendance Types
2. Create custom types as needed
3. Assign color codes for visual distinction

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Field Reference

Attendance Sheet (op.attendance.sheet)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Sheet identifier
Register	register_id	Many2one	Yes	Parent register
Course	course_id	Many2one	Related	From register
Batch	batch_id	Many2one	Related	From register
Subject	subject_id	Many2one	No	Subject taught
Faculty	faculty_id	Many2one	No	Marking faculty
Session	session_id	Many2one	No	Timetable link
Attendance Date	attendance_date	Date	Yes	Date of session
Start Time	start_time	Float	No	Session start
End Time	end_time	Float	No	Session end
State	state	Selection	No	Workflow state
Attendance Lines	attendance_line_ids	One2many	No	Student records
Company	company_id	Many2one	No	Multi-company

Attendance Line (op.attendance.line)

Field	Technical Name	Type	Required	Description
Attendance Sheet	attendance_id	Many2one	Yes	Parent sheet
Student	student_id	Many2one	Yes	Student record
Present	present	Boolean	No	Attendance status
Attendance Type	attendance_type_id	Many2one	No	Type of attendance
Remark	remark	Char	No	Notes

Attendance Register (op.attendance.register)

Field	Technical Name	Type	Required	Description
Name	name	Char	Yes	Register name
Course	course_id	Many2one	Yes	Target course
Batch	batch_id	Many2one	Yes	Target batch
Academic Year	academic_year_id	Many2one	No	Year reference
Academic Term	academic_term_id	Many2one	No	Term reference

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Attendance Reports

Student Attendance Report

1. Navigate to Attendance → Reports → Student Attendance

2. Select filters:

   • Course
   • Batch
   • Date range
   • Student (optional)

3. View report showing:

   • Student name
   • Total sessions
   • Present count
   • Absent count
   • Attendance percentage

4. Export to XLSX for external use

Subject-wise Report

1. Filter by subject
2. View attendance per subject
3. Identify subjects with low attendance

Batch Summary Report

1. View aggregated batch attendance
2. Compare across batches
3. Identify attendance trends

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XLSX Export

Export attendance data to Excel:

1. Navigate to attendance sheet or report
2. Click Export to XLSX button
3. Downloaded file includes:
   • Student list
   • Date-wise attendance
   • Summary statistics

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Attendance Percentage Calculation

Attendance % = (Present Sessions / Total Sessions) × 100

System automatically calculates:

• Per-student percentage
• Per-subject percentage
• Overall course percentage

Minimum Attendance Requirements

Configure minimum attendance:

1. Navigate to course/program settings
2. Set Minimum Attendance % (e.g., 75%)
3. System flags students below threshold
4. Can block progression if not met

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Views Available

View	Features
List	Sheets with date, course, batch
Form	Full sheet with attendance lines
Calendar	Visual calendar of sessions
Pivot	Analysis by date, course, batch

Calendar View

• Shows attendance sessions by date
• Color-coded by course
• Click date to create new sheet
• Week/month views available

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Portal Features

Student Portal

Students can view:

• Personal attendance records
• Subject-wise attendance
• Attendance percentage
• Session history

Parent Portal

Parents can view:

• Child’s attendance summary
• Absence alerts
• Attendance trends

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Mobile App Features

With mobile app integration:

1. Faculty marks attendance on mobile
2. Students check attendance status
3. Push notifications for low attendance
4. Offline marking with sync

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Troubleshooting

Issue	Cause	Solution
No students in sheet	Batch empty	Verify student enrollment
Cannot validate	Attendance incomplete	Mark all students
Wrong session	Session mismatch	Verify timetable link
Percentage incorrect	Missing sheets	Ensure all sessions recorded
Export fails	Large data set	Reduce date range
Kiosk not recognizing	ID not configured	Verify student ID setup

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Best Practices

1. Daily marking: Mark attendance promptly
2. Validate same day: Close sheets after class
3. Consistent timing: Use accurate session times
4. Regular reports: Review attendance weekly
5. Early intervention: Contact low-attendance students
6. Backup exports: Regularly export for records

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Security Notes

Role	Capabilities
Faculty	Mark attendance for assigned subjects
Attendance Manager	Full CRUD access
Student	View own attendance (portal)
Parent	View child’s attendance (portal)

Record Rules

• Faculty see sheets for their subjects
• Students see only their own records
• Managers have global access

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Integration Features

Timetable Integration

• Auto-create sheets from timetable
• Session times populated automatically
• Subject and faculty linked

Progression Integration

• Attendance affects student progression
• Minimum requirement enforcement
• Automatic progression blocking

Live Class Integration

• Attendance from video sessions
• Auto-mark based on join/leave times
• Duration-based presence tracking

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Related Tasks

• Configure Timetable
• Manage Student Records
• Set Up Academic Calendar