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Taking Attendance Guide

This guide explains how to take and manage student attendance in BrainFit Scheduling. Attendance can be managed from two locations: the Class Group Detail view and the Calendar view.

Who Can Take Attendance​

All roles can take attendance, including:

  • Super Admin
  • Master Licensee
  • Center Admin
  • Trainers (this is one of the few edit actions trainers can perform)

Attendance Statuses​

StatusDescriptionColor
AssignedStudent is enrolled but session hasn't startedBlue
PresentStudent attended the sessionGreen
AbsentStudent did not attendRed
ExcusedStudent missed with valid excuseYellow

Method 1: Class Group Detail View​

This is the most common method for taking attendance.

Step-by-Step​

  1. Navigate to Class Groups from the sidebar
  2. Click on your class group to open the Class Group Detail page
  3. In the Sessions section, find the session you want to mark attendance for
  4. Click the attendance icon (👥 users icon) next to the session

Attendance Modal​

When you open the attendance modal, you'll see:

ColumnDescription
StudentStudent name
AttendanceStatus dropdown (Assigned/Present/Absent/Excused)
Check-in TimeWhen student was marked present
NotesOptional notes field

Taking Attendance​

  1. For each student, select the appropriate status from the dropdown:

    • Present - Student is in class
    • Absent - Student didn't show up
    • Excused - Student has a valid reason for missing

  2. Optionally add notes (e.g., "Left early", "Arrived late")

  3. Click Save Changes

Quick Tips​

  • Present automatically records the check-in time
  • You can update attendance multiple times if needed
  • Changes are saved immediately when you click Save

Method 2: Calendar View​

For a visual overview and quick access to sessions.

Step-by-Step​

  1. From the Class Group Detail page, click Calendar View (green button)
  2. Navigate to the date with sessions you need
  3. Click on a session in the calendar
  4. In the session details popup, click View Details
  5. This takes you back to Class Group Detail where you can take attendance

Calendar Legend​

The calendar shows session capacity status:

ColorMeaning
Green borderHas capacity available
Orange borderUsing expanded capacity
Red borderAt full capacity
GrayCompleted or Cancelled

Calendar Views​

ViewBest For
MonthOverview of all sessions
WeekPlanning weekly attendance
DayDetailed daily view
ListQuick list of upcoming sessions

Understanding Session Status​

Sessions automatically update their status based on time:

StatusMeaning
ScheduledFuture session
In ProgressSession is currently happening
CompletedPast session
CancelledSession was cancelled

Best Practices​

Before Class​

  1. Open the session in attendance modal
  2. Review the student list
  3. Note any expected absences

During Class​

  1. Mark students as Present when they arrive
  2. Add notes for late arrivals: "Arrived at [time]"
  3. Update as students check in

After Class​

  1. Mark any remaining as Absent or Excused
  2. Add notes for early departures
  3. Save changes

For Excused Absences​

  1. Select Excused status
  2. Add a note explaining the reason (e.g., "Medical appointment", "Family emergency")
  3. This helps track legitimate absences separately from no-shows

Viewing Attendance History​

For a Specific Student​

  1. In the Class Group Detail, find the student in the Students section
  2. Click the calendar icon (📅) next to their name
  3. View their complete session history showing:
    • All sessions they were assigned to
    • Attendance status for each
    • Summary counts (Present, Absent, Excused)

For a Specific Session​

  1. Open the attendance modal for the session
  2. View all students and their current attendance status

Managing Students in Sessions​

Adding a Student to a Session​

  1. Find the session in the Sessions list
  2. Click the Add/Remove Students icon (➕ user-plus)
  3. In the modal:
    • Left column: Available students (not in session)
    • Right column: Assigned students
  4. Click Add button next to students you want to add

Removing a Student from a Session​

  1. Click the Add/Remove Students icon for the session
  2. In the Assigned Students column (right)
  3. Click Remove next to the student
  4. Confirm the removal

Attendance Reports​

Attendance data is tracked in the system and can be used for:

  • Student progress reports
  • Session history tracking
  • Re-enrollment decisions

Viewing Summary Stats​

When you open a student's session history, you'll see:

  • Total Sessions: Number of sessions assigned
  • Present: Number attended
  • Absent: Number missed (unexcused)
  • Excused: Number with valid excuses
  • Assigned: Upcoming sessions

Common Scenarios​

Scenario 1: Student Arrives Late​

  1. Mark as Present
  2. Add note: "Arrived late - 10:15am (session started 10:00am)"

Scenario 2: Student Leaves Early​

  1. Mark as Present
  2. Add note: "Left early at 11:30am"

Scenario 3: Parent Notified of Absence in Advance​

  1. Mark as Excused
  2. Add note: "Parent notified - family event"

Scenario 4: Student No-Show (No Contact)​

  1. Mark as Absent
  2. Optionally add note: "No show, no contact"

Scenario 5: Session Cancelled​

  1. The session status should already show Cancelled
  2. No attendance needed for cancelled sessions

Troubleshooting​

IssueSolution
Can't see attendance iconMake sure you're logged in
Student not in listStudent may not be assigned to this session - use Add/Remove Students
Can't change statusCheck if session is not cancelled
Attendance not savingEnsure you click "Save Changes" after making updates

Quick Reference​

From Class Group Detail​

Sessions section > Click 👥 icon > Update status > Save Changes

From Calendar View​

Click session > View Details > Click 👥 icon > Update status > Save Changes

Attendance Status Shortcuts​

  • A = Assigned (default for future sessions)
  • P = Present (student attended)
  • X = Absent (no-show)
  • E = Excused (valid absence)

Last Updated: December 2025