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Fix or add historical attendance records

[For Admins + Managers] Learn how to add missing check-ins/out and absent records, edit or add digital signatures.

Sabrina avatar
Written by Sabrina
Updated this week

Mistakes happen and brightwheel makes it easy to correct attendance data, add missing records, or fix signature issues.

ℹ️ Need to remove a record instead? Visit Delete attendance records.

Add missing attendance records

If a parent or staff member forgets to check a child in/out or log an absence, Admins and Managers can add the missing record in the Check-in Report.

  1. Log in on the web

  2. Click Reports on the sidebar menu > Check-in Report

  3. Input the date range for the missing record, then click Apply to view results

  4. In the banner at the top, click Get started or Review to begin editing

  5. Click + Add attendance/absences

💡 Tip: If a student checks in/out at the same time daily, you can duplicate an existing record by clicking Actions > Add another attendance.

Edit attendance dates & times

To fix a time or date you can edit existing attendance or absence entries from the same report.

  1. Log in on the web

  2. Click Reports in the sidebar menu > Check-in Report

  3. Filter for the date range you wish to edit > Click Apply

  4. In the banner at the top, click Get started or Review to begin editing

  5. Adjust the date or time > Click Update to save

Add a missing guardian signature

If a signature was missed, guardians will need to re-record their check-ins/outs. Admins can then edit the new records to match the correct historical dates.

  1. Have the parent or guardian repeatedly check the child in and out, on a kiosk or by scanning a QR code, the number of times you found a missing signature

  2. Navigate to Reports > Check-in Report on the web

  3. Filter the report for the room, date and student to locate the records that were just logged > hit Apply

  4. Click Get Started or Review in the banner at the top of the report

  5. Adjust the time and date of the records just logged to match the historical dates

  6. Hit Update to save

  7. Delete any duplicate attendance records that do not contain a signature.

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, attendance, and ratio report.

FAQs

Will Admins be notified of attendance errors automatically?

Brightwheel does not send automatic notifications so we recommend regularly reviewing the Check-in Report to locate and correct any attendance errors. This report will clearly flag the following issues for you to fix:

  • Missing check-in or out records

  • Conflicting attendance like overlapping records or students with check-in records who were also marked as absent

  • Records spanning more than 24 hours

Can I see who made changes to a student's attendance records?

Yes! Admins have the option to export a list of changes made to historical attendance logs from the Check-in Report.

This will include who edited the record, what date/time was changed, and the date the record was edited. This is great for licensing needs and allows admins to email the report directly to state licensing agents.

  1. Log in on the web

  2. Click Reports in the sidebar menu > Check-in Report

  3. Input the date range for the records you wish to view, then click Apply

  4. Click Export > Check the box to 'Include attendance audit logs'

  5. Click Download or Email to Person

Can I log attendance records for a future time or date?

You cannot log check-in/out records for the future, but you can mark a student absent for a future date.

If you need to document a child’s planned schedule in advance, you may consider using the Schedule feature. However, keep in mind that this feature is for reference only and it does not generate official check-in/out records. You will still need to check the child in and out manually on the day of attendance.

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