Skip to content

Record arrival and follow-up

Note when someone arrived or was absent, see who was late, and own any follow-up until it is resolved.

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.

This page is optional and added to attendance. It does not replace session recording or safeguarding routes. You need the right to record, shown by the buttons.

Steps

  1. Open Arrival & follow-up. It opens on today. Change the dates and press Show period to look further.
  2. Find the session. Filter with the buttons for no observation, absence, late arrival or open follow-up.
  3. Press Record arrival / absence and say whether the learner was present or absent.
  4. For a late arrival, give the time. The form states which clock it uses, London time.
  5. Press Save observation. The register refreshes.
  6. If someone needs to act, add a follow-up with an owner and press Save follow-up.
  7. When it is dealt with, correct or resolve it and say how.

If it goes wrong

  • If it says the save could not be confirmed, keep the form and reload the register before you try again.
  • If a wrong observation was saved, use Correct observation.
  • If the register is unavailable, no all-clear is shown. Retry the period.

How it links together

Observations sit alongside the session and feed punctuality and follow-up figures. They do not change the official outcome from the write-up. The attendance grid and school summaries still use signed-off outcomes.

From arrival to follow-upAn observation is a note. A follow-up is a job with an owner.
  1. BookedAnd running
  2. Arrival notedPresent, late or absent
  3. Follow-upOwner and what to do
  4. ResolvedWith how it was settled

What you can record

  • Presence or absence, with an explanation such as illness, holiday or refusing to attend.
  • An arrival time, and whether it was late.
  • A correction to something already noted.

Follow-up

A follow-up names an owner and what happened or needs to happen. It stays open until you resolve it with evidence of how. Sending or reading a message does not resolve it.

Existing safeguarding routes and deadlines still apply. A follow-up never replaces them.

Who can use it

The page needs the right to see this part of attendance. Writing needs a further right. You cannot write while viewing as someone else.

The clock

Times use London time. When the clocks change, a short note asks you to confirm BST or GMT so the time is not off by an hour.

Questions people ask

Does recording arrival change the attendance figure?

No. Figures use signed-off outcomes. An arrival note adds punctuality and follow-up detail.

Why can't I see Record arrival / absence?

You can look but not write, or you are viewing as another person. Use your own account.

Who owns a follow-up?

The person you choose when you save it. Pick an assigned staff member or yourself.

Does sending a message resolve a follow-up?

No. Resolve it yourself and explain how it was settled.

What if I record the wrong thing?

Use Correct observation on that line and save the right answer.

Is this a safeguarding record?

No. If there is a concern, raise it through the usual safeguarding route as well.