Attendance

Attendance — Mark in One Click, Auto-Leave Sync, Parent Notifications (Teacher/Admin Guide)

InstaClass Attendance helps teachers mark class attendance quickly and accurately. Teachers can mark attendance in a single shot (bulk present), approved leaves are automatically marked as Leave and locked, and parents can receive notifications once attendance is submitted.

1) Who can mark attendance?

Typically:

• Teacher (primary)
• School Admin / Super Admin (if permitted)

Attendance is recorded per:

• Academic Year + Class/Section + Date

2) What makes InstaClass Attendance special?

✅ One-click bulk marking (mark all present at once)
✅ Approved leave auto-sync (students with approved leave show as Leave)
✅ Locked leave rows (leave entries can be locked to prevent accidental changes)
✅ Draft vs Submitted (edit before final submit)
✅ Parent notification after submission
✅ Class strength visibility (present/absent/leave count)

3) How Attendance works (important concept)

InstaClass stores one attendance sheet per day for each class/section.

⚠️ Important rule:
For the same Academic Year + Class/Section + Date, only one attendance record can exist.

So if attendance already exists for today, you will edit/update it (not create a second one).

4) Step-by-step: Mark attendance (Fast workflow)

Step 1 — Open Attendance

1. Login as Teacher
2. Go to Attendance
3. Select:
   • Academic Year
   • Class & Section
   • Date (usually today)

The student list will load automatically.

Step 2 — Check auto-marked Leaves

Before marking present/absent, InstaClass will automatically apply:

✅ Approved Leaves = Leave

• Students with approved leave for that date will show as Leave
• These entries may be Locked (cannot be changed)
• Lock reason is shown (example: “Approved Leave”)

This prevents errors and ensures leave is respected in attendance.

Step 3 — Mark all Present in one click

Use the bulk action:

✅ Mark All Present

This marks all non-locked students as Present in one click.

Step 4 — Mark absentees (quick adjustment)

If any student is absent:

• Uncheck that student OR
• Change status to Absent

You can also add a small note if required:

• “Sick”
• “Not reachable”
• “Late arrival” (based on your school policy)

Step 5 — Review class strength (attendance summary)

InstaClass shows a quick summary like:

• Present: 32
• Absent: 2
• Leave: 1
  Total Strength: 35

This helps teachers verify attendance at a glance.

Step 6 — Save Draft or Submit

Attendance supports two stages:

Draft

• You can save and adjust later
• Useful if you are still verifying absentees

Submitted

• Final attendance for the day
• Locks the record for reporting (based on settings)
• Triggers parent notifications (if enabled)

✅ Recommended:
Save Draft → Quick re-check → Submit

5) Parent notifications (after submission)

Once attendance is Submitted:

• Parents can receive a notification that attendance has been marked
• They can see their child’s status (Present/Absent/Leave)

This improves transparency and reduces calls/messages to teachers.

6) Common scenarios

Scenario A: Many students are present (most common)

✅ Auto-leave applied → Mark All Present → Mark a few Absent → Submit

Scenario B: Student has approved leave

✅ System shows Leave and locks it → Teacher cannot accidentally mark Present

Scenario C: Teacher marked wrong by mistake

✅ If still Draft → correct and submit
If already Submitted → admin permission may be needed to edit (as per your school rules)

7) Best practices for accurate attendance

• Always confirm the correct Class/Section and Date
• Use Mark All Present first, then mark absentees
• Do not modify Locked leave entries
• Submit only after quick verification
• Add notes only when necessary (keep short)

8) Status meanings (quick reference)

• Present → student attended
• Absent → student not present
• Leave → approved leave (often locked)
• Unmarked → not updated yet

Attendance sheet status:

• Draft → editable
• Submitted → final (parent notification may trigger)