Default reason codes help streamline attendance workflows by automatically applying the correct reason in common scenarios. This reduces manual selection, improves consistency, and helps ensure attendance data is categorised correctly from the start.
This article explains what default reason codes are, where they apply, and how to configure them.
What Are Default Reason Codes?
A default reason code is a reason that is automatically applied when a specific attendance action occurs, such as:
A student being marked absent or late using a particular roll code
A pass or leave request is being created using a specific pass type
Defaults save time for staff and help ensure attendance data is recorded consistently and accurately.
Where Can Default Reason Codes Be Applied?
Default reason codes can be assigned in two key areas:
Roll Codes
Used during roll calls to automatically apply a reason when a roll code is selected.Pass Types
Used when creating passes or leave requests, ensuring the correct reason is applied without requiring manual selection.
Assigning a Default Reason to a Roll Code
Roll codes are typically used during roll calls to mark attendance statuses such as Absent or Late.
To assign a default reason to a roll code:
Go to Location → Attendance → Attendance settings
Open Roll types
Select the pass type you want to edit
Choose a default reason code
Save your changes📸 Screenshot placeholder:
Can staff override the default?
Yes. While the default reason is applied automatically, staff can change it when marking attendance if they need to select a different reason — provided they have access to alternative reason codes based on their role permissions.
Assigning a Default Reason to a Pass Type
Pass types control how passes and leave requests behave.
To assign a default reason to a pass type:
Go to Location → Attendance → Attendance settings
Open Pass Types
Select the pass type you want to edit
Choose a default reason code
Save your changes
Can staff override the default?
Yes. Staff creating passes can override the default reason if needed, selecting from the reason codes they have permission to use.
How Default Reasons Interact with Reason Types
The reason type (Excused, Unexcused, or Not Expected) assigned to the default reason determines how the attendance is counted in reports and dashboards.
For example:
A roll code mapped to an Unexcused reason will count against attendance metrics
A roll code mapped to an Excused reason will be counted as approved
A pass type mapped to a Not Expected reason (for example, School Trip) will mark students as Absent – Not Expected in affected classes, which does not impact attendance rates
Choosing the correct default reason is important to ensure attendance data reflects your school’s policy.
Best Practice Tips
Use default reasons for common, repeatable scenarios
Double-check reason types before assigning defaults
Use role-based access controls to limit sensitive reasons
Keep roll codes, pass types, and reason codes aligned
Review default settings at the start of each term
What’s Next?
Now that default reasons are configured, it’s helpful to understand exactly where and how they appear across the platform.
➡️ Next article: Where Reason Codes Appear in Attendance, Reports, and Exports