As a homeroom teacher, you can easily access and download attendance reports for your homeroom students. You can export both summary-level and detailed reports to track attendance patterns and monitor individual student presence. Read this article to learn more!
This article will cover-
Downloading attendance reports:
Summary report
Attendance records
Student reports
Downloading attendance reports
As a homeroom advisor, you can download attendance records of your students from the ‘Homeroom’ tab. To begin, go to your ‘Homeroom’ tab from the homepage.
On this page, you’ll see a list of all the students in your homeroom. Before downloading, you can adjust the duration for download by using the calendar selector to pick a specific date range. Additionally, use the ‘View’ dropdown on the right to choose whether you want to download the attendance data for a day, week, month, year, or a custom range.
Next, click on the download icon placed above the table. You can download the attendance records for offline use in the following three formats:
Summary report: Export a summary showing the frequency of attendance marking for the selected students during the selected duration. The report includes the total number of marking days/periods (depending on setup), along with the individual count and percentage of entries for each attendance.
Attendance records: Export a detailed day-wise record of attendance marked for the selected students. In daily attendance setups, this report captures the student’s attendance status for each day, while in combination setups, it captures the homeroom attendance.
Student reports: These reports provide complete attendance information for each student in separate files. Each file includes detailed records of the student’s attendance, showing a breakdown by period/day and attendance codes, as well as overall presence and absence percentages.
💡The downloaded report will contain attendance data for the date range shown in the dashboard.
💡Please note that within the ‘Daily’ view, you can only export the ‘Attendance records’.
Let's take a closer look at each of these reports.
Summary report
By clicking on the ‘Summary report’, you can download a consolidated report of students' attendance for the selected time duration.
This report displays:
Total number of marking days or periods (depending on whether the attendance is marked daily or period-wise)
Count and percentage of each attendance code marked for every student
Overall presence and absence percentages
💡The attendance codes visible in this report are those configured by the school administrator.
If attendance is being recorded period-wise or using the combined method (daily and period-wise), the Summary report will give information based on the number of periods for which the attendance has been recorded.
If you wish to download a report for selected students, simply check the boxes next to the students' names in the list. Then, click the download icon and choose the report type you’d like to export: Summary report, Attendance records, or Student reports.
💡 This workflow is consistent across all report types; only the data for the selected students will be included in the downloaded file.
Attendance records
By clicking on the ‘Attendance records’ option, you can download detailed attendance records of all students you are advising for the selected time frame.
💡The records in this report will vary depending on the attendance marking frequency configured by the admin.
In daily attendance setups, this report captures the students' attendance status for each day in the selected duration.
If attendance is being recorded period-wise or using the combined method (daily and period-wise), the report will give you period-wise attendance of all students for each day in the selected time duration, as shown below.
Student reports
By clicking on the ‘Student reports’ option, you can download a folder containing detailed attendance records of all the students for the selected time period. Inside this attendance folder, you will find separate attendance sheets for each student. You can click on any student’s file to access their attendance record.
Each student file includes three tabs:
Summary tab
This tab displays:
Total number of marking days/periods (depending on setup)
Overall presence and absence (count and %)
Breakdown of each attendance code by count and percentage
💡The attendance codes visible in this report are those configured by the school administrator.
Attendance records
This tab displays the student's attendance data based on how attendance is recorded:
If attendance is recorded once a day, the tab shows a day-wise view of attendance.
If attendance is recorded for each period, the tab displays period-wise attendance entries for each day.
If your school uses the combined method of marking attendance (both daily and period-wise), the student’s report will include separate tabs for each format:
Period attendance records tab for period-wise data
Daily attendance records tab for day-wise data
Attendance calculation
By clicking on the ‘Attendance calculation’ tab, you will be able to see how the overall attendance for a student is calculated using Toddle's 'Presence value' system. School administrators can assign a weight (presence value) to each attendance code, which is then used to calculate the overall presence for a student.
Let’s understand this with an example from the ‘Summary’ tab of a student’s attendance report:
Total number of marking days: 5
Attendance breakdown:
Present in school: 3 times
Late: 1 time
Medical: 1 time
Based on the admin configuration, the presence values are:
Present in school = 1.00
Late = 0.75
Medical = 0.50
To calculate the overall presence: (3×1.00)+(1×0.75)+(1×0.50)=3+0.75+0.5=4.25
Now, divide the total presence value by the total number of marking days: 4.25÷5=0.85, or 85
So, the student’s overall presence is 85% and overall absence is 15%, as reflected in the report.
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