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Share attendance with a school or council

Prepare an approved attendance summary for one learner, name who may see it, and end access when it is no longer needed.

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. Preparing a summary does not send anything by itself. Your organisation's sharing release must also be switched on.

Steps

  1. Open School & council summaries. Choose the dates and the learner, then press Show summary.
  2. Read the preview. Press Inspect dates and counts to see exactly what would be shared.
  3. If it is right, press Approve summary copy. This saves the copy. It does not send it.
  4. Under School / council recipient, choose a verified recipient and how often they should get a summary.
  5. Set how many days their access lasts, tick that you checked the relationship, and press Save recipient subscription.
  6. Check the new line under Recipient subscriptions and Approved summary copies.
  7. To stop sharing, press End access on the line.

If it goes wrong

  • If no recipient is listed, the learner has no eligible professional with an email address. Check their contacts.
  • If a save could not be confirmed, reload before you try again. Do not press it twice.
  • If you are viewing as someone else, you cannot change sharing. Use your own account.

How it links together

A summary is built from the same approved outcomes as the attendance grid, and ultimately from the pickups board and write-ups. The school or council only ever sees the summary, never the records behind it.

From a register to a school's inboxEach step is separate, so nothing is shared by accident.
  1. Outcomes approvedWrite-ups signed off
  2. Summary preparedPreview, then approve
  3. Recipient namedOne learner, time limited
  4. DeliveredOnly if release is on

What a summary holds

Only signed-off or amended outcomes count towards a shared percentage. Drafts and records awaiting sign-off stay as pending. Provider cancellations are left out. No notes, absence stories or staff names are included.

Naming a recipient

A recipient is a listed referring professional with an email address. The permission covers this learner only, for the dates shown. No parent or family access is created.

You choose daily or weekly summaries and how many days access lasts. After that the access ends on its own.

Release and holding

A notice at the top says whether external delivery is on. While it is held, you can prepare everything, but no email or portal access is created. An admin verifies the release.

The delivery monitor

Delivery monitor shows each queued delivery and its state. If a send is unconfirmed, you can record what the provider said. That invalidates the access codes and does not resend the email.

Ending access

End access works at once. A receiver's next read rechecks it, so a link they kept stops working.

Questions people ask

Does approving a summary send it?

No. It only saves a copy. Sending needs a recipient and for external delivery to be switched on.

What does the school actually see?

A percentage, counts of attended, missed and pending, and dates. No notes, reasons or staff names.

Why are some sessions marked pending?

They are not signed off yet. Only approved outcomes enter the percentage.

How do I stop a school seeing attendance?

Press End access on their subscription. It takes effect straight away.

Can a parent be given access here?

No. This page is for schools and councils. It creates no parent or family access.

Why can I not press the approve button?

You may be viewing as another person. Sharing must be changed from your own account.