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Manage Student Attendance Records
Manage Student Attendance Records

[For Admins + Managers] Learn how to correct, add, edit, or delete attendance records on the web.

Vee Avenir avatar
Written by Vee Avenir
Updated over 3 months ago

Use brightwheel's Attendance and Check-in features to make sure that current and historical attendance data is accurate, even if an attendance action is forgotten or missed.

Add Historical Attendance Records

With busy mornings or after school care, we know that guardians or staff may occasionally forget to complete check-in or check-out for students.

In these cases, Admins and Managers can use the Check-in Report to locate and correct those attendance errors. Here are the errors this report will flag:

  • A student was checked in but is missing a check-out

  • A student was checked out but was never checked in (which can happen if the check-in record was deleted)

  • A student was checked in and marked absent on the same day

  • A student who has an attendance record spanning more than 24 hours

  • A student who has overlapping attendance records

To find out more about how to do this, review the linked resource above. While attendance can be corrected from the child's feed, the most efficient way is from the Check-in Report.

Add Missing Attendance

If a parent or staff member completely forgets to check a child in and out for a full day or forgets to log an absence for a child, an Admin or Manager can add that missing attendance entry in the Check-in Report!

When running this report, you can open the attendance editing page and hit +Add attendance/absence in the upper right corner to add this missing attendance data.

ℹ️​ Check-in/out records cannot be logged for a future time or date.

Edit & Delete Existing Attendance Records

If you need to delete or adjust the date/time of check-in or out record, Admins and Managers can quickly do this through their brightwheel account on the web using the Check-in Report.

  1. Log in on the web

  2. Click on the Reporting page and select Reports

  3. Click the Attendance tab or use the search bar to locate the Check-in report

  4. Click to open the report

  5. Filter the report for the room, date, and/or student to locate the records that need edits and hit Apply

  6. A blue banner will appear at the top of the report and you can hit Get Started to add, edit, or remove check-in/out records.

    💡 If you have attendance errors in the given date range, you will see a red banner at the top of the report and you can hit Review to open the attendance editing page

  7. [Optional] Use the the "Show only attendances with data issues" toggle or "Group rows by student" toggle to filter/sort your data

  8. To edit the time/date, click in the boxes under Date, Check-in time or Check-out time and type in the new time. Hit Update to save.

  9. To delete, hit Actions next to the applicable record and select Delete from the drop-down menu

  10. To duplicate an attendance record, hit Actions next to the desired record and select Add another attendance from the drop down. This will open the pop-up box with the child, room, and time pre-populated from the selected record. Enter the date and hit Save.

🚩 Only Admins and Managers can edit and add records from the Check-in report. Lead Staff & Staff can only edit/delete records from the child’s activity feed.

Correct Attendance Records that need a Signature

If you need a parent's signature for a missing check-in or out record, you will need to work with one of the parents or guardians to record multiple check-ins/outs with signatures. Then, you can adjust the date/time of those records.

💡We recommend running a Check-in Report for that child if you are unsure how many check-in or out signatures are missing from the child’s attendance records.

  1. Delete any duplicate attendance records of check-ins or outs recorded by a staff member or guardian [If applicable]

  2. Have the parent or guardian repeatedly check the child in and out the number of times you found a missing signature on the report via Kiosk Mode or by scanning the QR Code with their brightwheel app

  3. Navigate to the Check-in Report within your admin account on the web

  4. Filter the report for the room, date, and/or student to locate the records that were just logged and hit Apply

  5. A blue banner will appear at the top of the report and you can hit Get Started to add, edit, or remove check-in/out records.

    💡 If you have attendance errors in the given date range, you will see a red banner at the top of the report and you can hit Review to open the attendance editing page

  6. Adjust the time and as needed by clicking in the boxes under Date, Check-in time or Check-out time

  7. Hit Update to save

Once this is complete, the student's check-in records for that day will show as the updated times that you've recorded, as will your check-in report, attendance report, and ratio report.

Attendance Audit Logs

Admins have the option to export a spreadsheet of attendance audit logs to see who edited attendance records. This is great for licensing needs and allows admins to email the report directly to state licensing agents.

This report will include who edited the record, what date/time was changed, and the date the record was edited.

View our Export the Check-In Report help center resource for steps on how to export these attendance audit logs!

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