Repeating planned absences

You can schedule a repeating absence from the same places as you can schedule a standard single planned absence. Not only does this save time inputting multiple absences, but you can also easily edit each individual instance separately! 

The permission required to schedule and edit repeat absences is the same as single absences, so you won't need to edit any of your settings.


Just go to Students > Attendance, and select Absentees > Planned Absences from the left-hand menu, then click the orange Record Planned Absence button to get started! 



You can also record absences for an individual student. Just go to the Attendance > Dashboard section of their Student Profile.



Fill in the start and end time for the absence. In the example below, I'm setting up that Lexi will be on work experience every Friday.

You should only input the start and end times for the first absence. These times will apply to each repeat of the absence.



Then click to open the Set absence to repeat section to turn the single absence to a repeating one.



You can then select when you want the absence to repeat - daily, weekly, every other week or every week A/B (dependant on the current week).



Then select the end date the absence will repeat until or the total number of absences you want to create.

Once you have chosen your settings, click Record Planned Absence. All the absences will then show in the table.

Note the circular arrow in the Notes column showing that the absence is part of a repeating absence.



Editing the absences

Editing the start or end times of the absences in bulk

To edit the times of the planned absences, click an absence.

Please note, you will only be able to edit an absence in this way if it has been created as part of a Repeating Planned Absence.



In the slide over, select the Manage repeating absence action.



You will then be able to edit the times of the absences in bulk.



Editing one of the absences

To edit only one instance of the absence, click the instance you want to edit.

Please note, you will only be able to edit an absence in this way if it has been created as part of a Repeating Planned Absence.



In the slide over, click the orange Edit button.



You will then be editing that specific absence instance. In the example below, I've changed the start time for the instance on the 26th to 1 pm, rather than the usual 8 am start.

Once you have made the changes, click Save Changes.




You will be asked to confirm your changes.



Finally, you will be asked which instances you want your edits to apply to.

In my example, I only want to edit the instance I selected, so I choose 'Only this occurrence', but you can also choose to edit all future instances or all occurrences. 

Then click Save Changes.



You will then be able to see in my example that the times have changed for one instance of the planned absence.



Deleting the absences

Deleting the absences in bulk

Select the boxes next to all the absences you would like to delete, then click the blue pencil icon and select delete Planned Absences.



You will then be asked to confirm to permanently delete the absences.



Deleting one of the absences

You can either use the option above, and select just one instance, or you can click the absence you want to delete.

Click Edit in the slide over, then click the Delete button. You will be asked to confirm the deletion.

Please note, you will only be able to delete an absence in this way if it has been created as part of a Repeating Planned Absence.


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