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Read the attendance grid

See attendance for every learner by date and compare a period with the one before it.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For managers, the DSL and admins. The grid only reads. It changes nothing about how pickups or write-ups are done.

Steps

  1. Open the Attendance grid. It opens on this week and next week.
  2. Set the From and To dates and press Show period. Or press This week or This fortnight.
  3. If your organisation has terms, pick one and press Show term.
  4. To compare, choose Previous term or period under Compare with and press Compare.
  5. Read the summary for the period, then the grid of learners by date.
  6. Sort or filter the grid. Open any figure to see the sessions behind it.

If it goes wrong

  • If the grid could not load, no totals are shown. Press Retry this period.
  • If the dates are refused, use a period of no more than 366 days.
  • If a day shows no outcome yet, open it. The page says why, such as a write-up still waiting.

How it links together

The grid is built from booked sessions and their outcomes. Outcomes come from the pickups board, the mentor's write-up and its sign-off. The school and council summaries use the same figures.

Where attendance figures come fromA figure only counts once its outcome is approved.
  1. BookedOn Scheduling
  2. StampedOn the pickups board
  3. Written upAnd signed off
  4. In the gridThen in school summaries

What the colours mean

A legend sits with the grid. It separates attended, awaiting outcome, provider cancellations and future scheduled sessions. Provider cancellations are not counted against a learner.

Sorting and filtering

  • Sort by learner name, lowest attendance first or highest first.
  • Show a single weekday, or all days.
  • Filter by recorded mentor assignment.
  • Show only learners with outcomes still awaited.

Comparing periods

Compare with the previous term, or a period of the same length just before. If neither period has recorded outcomes, the page says the change is unavailable rather than guessing.

Absence reasons

A table lists recorded absence reasons. Where a reason was not recorded, it says so. Fix that on the session itself.

Questions people ask

Why does a learner show no outcome?

Their session may not be written up and signed off yet. Open it and the page says what is missing.

Do provider cancellations lower attendance?

No. They are shown separately and left out of the percentage.

How far apart can the dates be?

Up to 366 days. Anything longer is refused with a message.

Can I change attendance here?

No. The grid only reads. Change an outcome on the session or on the pickups board.

How do I compare this term with last?

Pick the term, choose Previous term or period, and press Compare.

Why is the grid empty?

There may be no sessions in those dates, or you may not have access to the young people in it.