Giving permission for other staff to take attendance registers

If you have staff members who are unable to access the registers but need to take attendance, such as teaching assistants, long-term supply teachers (e.g. maternity) or admin staff, choose the solution that will best fit your needs from the options below:

  • Add them to the timetable slots - usually used for teaching assistants, this only allows the staff member to take the register for selected lessons and doesn't include administer permissions such as inputting assessment marks
  • Add them as an Academic Lead - to be used when adding new teachers, course leads or long-term supply teachers
  • Give them the Admin Permission - to be used when adding users who should be able to take and see all registers and manage settings, such as SLT, attendance officers and admin Staff

Please note, if you need to allow short-term supply teachers to take registers you should not use this method. Instead, you should use Arbor's Cover module. Click here to see how to assign cover for an absent member of staff.

 

Option 1 - Add them to the Timetable Slots

To allow a staff member to take the register for selected lessons but not input assessment marks or change any settings, you can add them as a staff member to the scheduled timetable slots.

Go to School > Timetable > Timetable Administration > Timetable Slots.

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In the filters, select the correct class to edit.

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Tick the boxes next to the timetable slots you would like to enable the staff member to take the register for, then click the blue pencil icon and select Change Staff

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In the slide over, leave the Remove field blank to keep any existing staff members already assigned to the selected timetable slots. In the Add field, add the staff members you want to be able to take te register. then click Change Staff.

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The selected timetable slots will now have the new staff member assigned to them, and that staff member will be able to take the register for these lessons.

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Option 2 - Add them as an Academic Lead

You can add the staff member as an Academic Lead of the course they need to take the register for. You should add staff as an Academic Lead if you also want them to be able to enter assessment grades.

Got to School > Programmes > This year CoursesClick to select the course the staff member should be able to take lessons for. 

Taking registers for only this component

To allow the staff member to take registers for just this one component module, select the bottom-most level, for example, Y11Set1.

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On the sub-module overview, click +Add in the Academic Lead section.

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Select the staff member and the dates they should be an academic lead between. 

If you only want the staff member to be able to take the register for a short period of time, you can select an end date for the permission so they will no longer be able to take all the registers after this date.

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Taking registers for the whole course

To allow the staff member to take registers for the whole course subject, select the top-most level, for example, Applied Art and Design.

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On the course overview, click +Add in the Academic Lead section.

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Select the staff member and the dates they should be an academic lead between. 

If you only want the staff member to be able to take the register for a short period of time, you can select an end date for the permission so they will no longer be able to take all the registers after this date.

Make sure you tick the box to set the staff member as an academic lead for all of the course's sub-modules to allow them to take the register for all Applied Art and Design classes.

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Option 3 - Give them the Admin Permission

Give the staff member the Student Profile: Attendance: Administer All Students permission to allow them to take attendance registers for any class.

To give someone this permission, go to their Staff Profile > Roles & Permissions > Permissions. Click the green button to give them the Ad-Hoc permission.

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In the slide over, select the Student Profile: Attendance: Administer All Students permission.

If you only want the staff member to be able to take registers for a short period of time, you can select an End date for the permission so they will no longer be able to take all the registers after this date.

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