🧩 Overview
With Attendance Alerts based on Reasons, you can:
Notify staff when a student is late or absent for a specific reason
Track patterns like frequent medical absences or unexplained lates
Ensure the right people are alerted without flooding inboxes
This setup is mainly used by:
School Admins / Attendance Managers – who configure alerts
Pastoral / Wellbeing Teams – who monitor student welfare
Teachers / Year Level Leaders – who follow up on attendance issues
🧭 Step-by-Step Instructions
1. Open Attendance Settings
From the homeboard, go to Location.
Click Attendance.
Select Attendance Settings.
2. Add a New Attendance Alert
On the Attendance Settings page, click Add Alert.
3. Choose Which Students This Alert Applies To
Click Select students.
Choose Any student (or a specific group if required).
Click Apply.
4. Select the Roll Codes (Class Attendance)
Click Select roll codes.
Choose Class Attendance.
This ensures the alert is based on class roll codes.
Confirm your selection.
5. Filter by Reasons
Click Select by reasons.
From the list, choose the Reasons that should trigger this alert. For example:
Medical
Bus delay
Family reasons
Unexplained late / absence
Click Apply once you’ve selected all relevant reasons.
This means the alert will only fire when:
A Class Attendance roll code is used
AND one of the selected Reasons is applied
6. Select Courses (Optional Scope)
Click Select course.
Choose Any course, or restrict the alert to specific courses if needed.
Click Apply.
7. Configure Frequency Conditions
You can control how often the alert is triggered per student.
Click Select frequency.
Choose an option such as:
In total – e.g., when this happens X times overall
Per week / per term – limit how often alerts fire in a time frame
Enter the number and time frame if prompted.
Select when to send alert (everytime the criteria is met or only once when the criteria is met)
8. Choose Who Should Be Notified (Staff, parents and/or students)
In the Notify staff section, click the Search for staff field.
Select the staff members or groups who should receive this alert (e.g., Attendance Officer, Year Level Leader, House Dean).
Confirm your selection.
Write the alert message
9. Save and Finalise the Alert
Click Save to store the alert configuration.
If additional frequency/time frame fields appear (e.g., thresholds), configure them as needed and click Save again.
📘 Add a Scribe Visual Guide
Prefer a visual walkthrough?
Click the Scribe guide below for a step-by-step demonstration with screenshots.
💡 Best Practices / Tips
Start with high-value reasons
Use alerts for important reasons (e.g., medical, unexplained, safety-related) rather than for every minor reason.Avoid alert fatigue
Use frequency limits to prevent staff from receiving too many alerts for the same student.Target your audience
Send medical-related alerts to the health centre or nurse; unexplained late to the attendance office or year leaders.Use clear, consistent Reasons
Keep your Reason list clean and standardised, so staff apply them correctl,y and alerts trigger reliably.Test with a small group first
Start with one year level or group, then expand once you’re happy with the alert behaviour.
❓ FAQs
Q: Can I set different alerts for different reasons?
Yes. You can create multiple alerts, each filtered by different Reasons and sent to different staff groups.
Q: Will guardians receive these alerts?
Yes, you can setup the alert for parents from here as well
Q: Does this work for both late and absent codes?
Yes. As long as the roll code is part of Class Attendance and the selected Reason is applied, the alert can trigger.
Q: Can I limit alerts to specific courses or teachers?
Yes. Use the course selection and, where applicable, filters to narrow the scope.
Q: Can I edit or turn off an alert later?
Yes. Return to Location → Attendance → Attendance Settings, open the alert, and edit or disable it.
🔧 Troubleshooting
Alert is not triggering
Check that Class Attendance is selected under roll codes.
Confirm the Reason used in the roll matches one of the Reasons selected in the alert.
Verify the alert is saved and active.
Ensure the student and course fall within the selected filters.
Too many alerts are being sent
Adjust frequency settings (e.g., limit per day/week/term).
Narrow down the Reasons or courses used in the alert.
Wrong staff are receiving alerts
Review the staff selection and groups in the alert.
Remove any unintended staff or groups from the recipient list.