Educatify can list every class of a session and record who came. Parents see their child's attendance in their account, and you get an attendance percentage per student.
Set up the class dates
- Open Programs, choose the program and go to Sessions.
- Add or edit a session. On the Schedule tab, enter the Start Date and End Date.
- Tick Repeats weekly on these days, then tick the weekdays the class meets. Add the usual times under Hours.
- Save. Educatify creates one class date for every ticked weekday between the start and end dates.
Click Attendance on the session row to see the class dates. From there you can:
- Add class date for a make-up class, an extra day, or a session that does not follow a weekly pattern. Open-date sessions have no class dates until you add them.
- Cancel a class for a holiday or closure. It stays listed, cannot be marked, and does not count in attendance percentages. You can restore it later.
- Edit a date to set a different time or add a staff note.
If you change the weekdays or dates, save the session again (or click Regenerate from weekly pattern). New dates are added and dates that no longer fit are removed. A date where attendance was already taken is kept and marked Off pattern. Dates you added by hand are always kept.
Sessions that offer separate hourly slots do not generate class dates across their availability window. Add the booked class dates by hand. If a session would create more than 400 dates, narrow the schedule or add the remaining dates yourself.
Take attendance
Open the session's Attendance page and click Take attendance on a class date, or open today's classes from Settings → Attendance. The page works on a phone.
- Choose the class.
- Tap Mark all present to mark everyone who is not marked yet and save in one step.
- Change anyone who was Late, Absent or Excused. Use Clear mark to remove a mistaken status. Use Add note for a short staff note.
- Tap Save attendance.
Only students with a Pending or Confirmed registration on that session are listed. Assigned trainers can take attendance on their own sessions; see Trainer sign-in.
Reports
On a session's attendance page, open the Report tab to see every student against every class, with counts and a percentage. Click CSV to download it. The percentage is Present plus Late, divided by Present plus Late plus Absent. Cancelled classes, Excused absences and classes not marked yet do not count.
Each registration's details page also shows the percentage for each student and session. Past marks remain after a registration is cancelled; those students are greyed out. Sessions and courses with attendance history cannot be deleted. Archive them instead.
What parents see
When parents sign in and open My course registrations, each session in the schedule has an Attendance section with the percentage and every class date with its mark. Staff notes are not shown to parents.
Absence emails
To email parents when their child is marked absent, go to Settings → Attendance and tick Email the client when a student is marked Absent. The email is sent once for that student and class date, to the person who registered the student. You can change the wording of the absence email template. This is off until you turn it on.