--- title: Attendance slug: attendance docTags: createdAt: 2026-03-06T19:27:16.844Z --- REMMU lets you track which students attend each class session. Attendance records are visible to both admins and members. ## 🔧 Marking Attendance ### QR Code (Recommended) Each class and location has a unique **QR code**. Students scan the QR code on their phone to check in automatically. No manual entry needed. - **Class QR code:** Locations → \[Location] → Classes → \[Class] → QR Code - **Location QR code:** Locations → \[Location] → QR Code ### Manual Entry (Roster) Admins and team members can mark attendance manually from the **Attendance** page. Go to **Attendance**, find the class session, and click **Take Attendance** to open the roster. The roster header shows the session date, day of the week, and start/end time so you always know exactly which session you're marking. The roster shows three groups of students: | Group | Who | | ------------------------ | ---------------------------------------------------------------------- | | **Enrolled** | Regular class members | | **Package Students** | One-time attendees using a package | | **Replacement Students** | Attending via a replacement request — shown with a "Replacement" badge | Click each student's row to toggle their status (Present / Late / Absent). You can also **Mark All Present** in one click. Use the search bar at the top of the roster to quickly find a student by name. Add optional session notes, then click **Complete Session** — unmarked students are automatically set to absent. ### Printing a Session Roster From any open roster dialog, click the **printer icon** in the header to print the attendance sheet for that session. The printout includes the class name, date, time, location, a summary, and a numbered student list with each status and check-in time. ### QR Scanner (Admin) From the roster dialog, click **Scan** to open the built-in QR scanner. Point the camera at a student's ID card QR code to instantly mark them present — no manual searching needed. The scanner shows clear real-time feedback for each scan (marked present, already marked, not in this roster, or a scan error). :::hint{type="success"} The QR scanner is especially useful for large classes. Pair it with printed Student ID Cards (Students → ID Cards) for fast check-in at the door. ::: ### Package credit indicators For students on package billing, the roster shows their current credit status — remaining sessions, exhausted, expired, or no package assigned. ### Per-session students — Generate Invoice Students on **Per Session** billing show a **receipt icon** on their roster row when they don't have an invoice for this session yet. Admins and team members can click it to generate the session invoice on the spot — even before marking attendance — so the student can pay at the door. - Once generated, the row shows the invoice number and whether it's Paid or Unpaid - Marking the student Present later reuses the same invoice (no duplicates) - Marking the student Absent does not touch the invoice — it stays pending or paid as-is - The button only appears for today's or past sessions :::hint{type="info"} By default, marking a per-session student Present also creates the invoice automatically. To make the Generate Invoice button the *only* way invoices are raised, turn off **Auto-invoice on attendance** in **Settings → Billing**. ::: ### Session Notes The roster has a collapsible **Session Notes** section where instructors and staff can record what was taught, observations about a student, or anything worth remembering for the next session. Multiple staff can contribute their own notes, each shown with the author and timestamp; authors can edit or delete their own, and admins can edit any note. Enable or disable the session notes feature for your academy under **Attendance Settings → Session notes**. *** ### Move Student to a Different Session Need to shift a student from the session they're booked into to a different one — for example, they came to a different time slot than usual? Use **Move Student** from the roster's actions menu to reassign them without re-marking attendance manually. 1. Open the session roster 2. On the student's row, open the actions menu and tap **Move** 3. Pick the target date and an available session from the list, shown with class name, time, location, and remaining capacity 4. Confirm — the student is removed from the original session and added to the target session's roster The move is recorded as a replacement so it's auditable. Available to admins and team members only. :::hint{type="info"} Use **Move Student** for one-off session shifts. To change a student's regular class enrolment, edit their enrolment from the student profile instead. ::: *** ### Adding a Substitute Instructor If the regular instructor is unavailable, assign a substitute for that session from the roster's **Add Substitute Instructor** button without changing the class permanently. ### Removing an Instructor from One Session If an instructor assigned to the class isn't teaching a particular session (e.g. they only cover some weeks), remove them from just that session: in the roster, click the remove icon next to their name and confirm. They're taken off this session only — their assignment to the class isn't affected. This works on web and mobile, including sessions that haven't been opened yet. A removed instructor: - Doesn't count towards the session's instructor total (e.g. "1/2 instructors") - Doesn't need to check themselves in before the session can be completed - Doesn't show a "Not recorded" entry for that session in the instructor attendance report, and isn't paid for it *** ### Editing attendance after completion Once a session is completed, admins and team members can still edit it from **Attendance → History → Edit Attendance**. ### Resetting attendance Admins can reset a session's attendance from the roster dialog's **Reset** button. If package students were marked present, their session credits are automatically refunded. :::hint{type="warning"} Resetting attendance removes all check-in records for the session. This cannot be undone. ::: ### Who Can Mark Attendance Configure which roles can mark attendance under **Attendance Settings** — admin only, admin + team, or all staff (admins, team, and instructors). *** ## 📅 Session Management ### Session statuses Each session on the Attendance page shows a status badge — Not Started, In Progress, Completed, Cancelled, or Rescheduled — so you can tell at a glance where it stands. ### Ad-hoc sessions Admins and team members can create a standalone session outside the regular class schedule — useful for makeup classes, workshops, or private/package lessons. Click **Add Session** and choose **Replacement Class** (an extra session for an existing class, pulling in enrolled students automatically) or **Extra Session** (a one-off session at a location, with an optional class attached). Fill in location, class, date, and start/end time, then save. :::hint{type="info"} Attaching a class to an Extra Session is what makes it count toward payroll and show correctly in the attendance report — without a class, the session has no instructor or rate source. ::: ### Retimes and extra sessions: add a reason The **Retime** tab and the **Add Session** dialog (Replacement Class or Extra Session) also have optional **Reason** and **Note** fields. When one is saved, a **View Reason** popover appears on the *Retimed* or *Replacement / Extra Session* badge in **Attendance → Today**, the same as for cancelled and rescheduled sessions. ### Cancelling a Session When a class can't run, cancel the session from the **⋯** menu → **Cancel Session**, choose a cancellation reason, optionally add a note, and choose whether to notify students and instructors by email. ### Rescheduling a Session Instead of cancelling outright, use **⋯** → **Reschedule** to move the session to a different date and, optionally, time — with the same choice to notify. The new date can be earlier or later than the original. :::hint{type="info"} You can only reschedule a session that hasn't had attendance marked yet. If a session already ran, leave it as the historical record and add a new session on the new date instead. ::: ### Reinstating a Cancelled Session If a session was cancelled by mistake, or the class is back on, use **⋯** → **Reinstate Session** to return it to its scheduled status — no notification is sent automatically, but you can re-send one afterward. :::hint{type="warning"} **Reinstate** is only available for plain cancelled sessions. Rescheduled sessions cannot be reinstated — manage the replacement session directly instead. ::: ### Where the reason shows The cancellation or reschedule reason (and any note) is shown next to the class name for that day in **Attendance → Today**, on the student profile's attendance timeline, and in the **Attendance Report** (By Student, By Class, and the CSV export) — so anyone looking back can see why the session didn't run as planned. ### Re-sending notifications After cancelling, rescheduling, or reinstating a session, use **⋯** → **Re-send Notification** if students didn't receive the first one. *** ## 🔄 Session Change Requests (Instructor) Instructors can request to retime or reschedule their own sessions from their **Today / Upcoming** list, without needing an admin to make the change directly. (Cancelling a session is admin/team only — instructors can't cancel directly.) Requests go into an approval queue rather than taking effect immediately — a **Pending review** badge shows the requested new time, and the current time stays in effect until an admin reviews it. ### Admin approval Admins see pending requests under **Attendance → Time Changes**, with the instructor, class, current time, proposed time, and reason. **Approve** moves the session and emails the instructor; **Decline** keeps it as-is and emails the instructor with the admin's note. *** ## 📆 Bookings (Instructor Slot Approvals) If your academy uses [Instructor Availability](docId\:dSOA74QWE7dVnGQQSE79x) with slot classes that require approval, a **Bookings** tab appears on the Attendance page. Members book directly into an instructor's open availability slots. When your academy requires approval before a booking is confirmed, requests land here for review — admins, team members, and (if instructor approval is required) the assigned instructor can see and act on pending bookings, approving or declining with a reason. :::hint{type="info"} If neither approval setting is enabled, bookings are confirmed automatically and this tab is hidden. ::: *** ## 🔄 Replacement Requests Members can request to attend a different class session when they miss their regular one. ### Member flow Members submit requests from the mobile app or web portal, choosing how to pick their replacement time — browsing existing scheduled sessions, booking from the instructor's declared availability (if enabled), or proposing a custom time (if enabled). Depending on your settings, they may also need to select a reason and upload supporting documentation (e.g. a medical certificate). ### Admin approval Replacement requests are managed from **Attendance → Replacement Requests**, with **Pending** and **All** tabs. Each request card shows the student, missed class and date, and the replacement session selected, along with the reason and any attachment. **Approve** automatically adds the student to the replacement session's roster (deducting a package credit on attendance); **Decline** notifies the student. Both support an optional admin note. Members are notified by email at submission, approval, and decline. ### Instructor counter-offer When a member proposes a custom time or books from an instructor's availability, the instructor reviews the request first (shown as **Awaiting Instructor**). Besides agreeing or declining, the instructor can click **Propose time** to suggest one alternative date and time, with an optional note, then **Send Proposed Time**. The request then shows **Time Proposed**, and the member sees "The instructor proposed: …" in **My Attendance** with **Accept** and **Decline** buttons: - **Accept** — the replacement is scheduled at the proposed time - **Decline** — the request is closed, the same as if the instructor had declined There's only one round — the member can't counter back. Both sides get a push/in-app notification and email at each step. ### Configuring Replacements Go to **Attendance → Settings** to control whether replacements are enabled, how far ahead members can book, minimum advance notice, monthly limits, which classes are eligible, whether members can propose a custom time, and whether a reason (with optional required attachment) must be selected. ### Quick Notes (approval & rejection templates) Pre-write templates for approving and declining requests under **Attendance Settings**, so you're not typing the same response repeatedly — insert them with one tap when reviewing a request. *** ## ⚙️ Attendance Settings **Attendance → Settings** is where you configure attendance-related behaviour for both members (self check-in, replacement requests) and staff (who can mark attendance, notifications, session notes). ### 📍 Geofenced Check-in Restrict self check-in to within a radius of the location, to help prevent members checking in from somewhere else. Turn it on tenant-wide under **Attendance Settings**, then configure the radius and coordinates per location under **Locations → \[Location] → Edit**. :::hint{type="warning"} QR code and Student ID Card scans are staff-operated front-desk check-ins, so geofencing doesn't apply to them. ::: ### 🔔 Notify when attendance is marked Optionally send a push notification to a member (and their guardian) the moment they're marked present or late — useful for parents who want real-time confirmation. Off by default. Only fires on a fresh mark, not when correcting a mistake, and doesn't fire for absent or for self check-ins (which already show an on-screen confirmation). ### 🌅 Notify instructors of today's classes Optionally send instructors a daily push notification listing the classes they're teaching that day. Off by default, and separate from the member "you have class today" reminder. Classes paused by a holiday are skipped. ### ⏰ Remind instructors before class Optionally remind the assigned instructor shortly before each class starts, so they don't forget to take attendance. Off by default. Covers regular, moved, and one-off sessions, and skips cancelled/completed/holiday-paused classes. Requires the instructor to be logged into the mobile app with notifications allowed. *** ## 📊 Viewing Attendance ### For Admins - **Attendance → Today** — today's classes at a glance, grouped by location, with attendance stats per session. Classes affected by a holiday or other blocking calendar event are flagged, with an option to reveal them anyway. - **Attendance → Insights** — attendance rate, trends, and per-class performance over a chosen period, plus two side-by-side panels (switchable between students and instructors): - **Needs Attention** — anyone below 70% attendance, for early intervention - **Top Attendance** — the best-attending students or instructors (minimum 2 sessions), great for recognising and rewarding good attendance - **Class page → Attendance tab** — full history for a specific class - **Student profile → Attendance tab** — all sessions a student has attended ### For Members Members can view their own attendance history in the REMMU mobile app or on the web at **My Attendance**. *** ## 📦 Attendance and Packages For students on a **Package** billing type, each attendance automatically deducts one session from their package balance. When the package runs low, they'll be prompted to purchase another. → See [Packages & Sessions](docId\:stOe96zvZyKzjijjhRXc5)