You can create planned absences for all the confirmed students on a trip in one go, straight from the trip. Each planned absence covers the trip dates and uses the educational visit mark, so teachers see the right mark when they open the register, and your attendance figures stay accurate.
Permissions
- Student Profile:Attendance:Administer All Students - Lets you log Planned Absences
- School: Extra Curricular: View - Access a trip
If you don’t have these permissions, ask your admin team to grant them using these instructions.
Important things to note
- You can only add Planned Absences via a trip for students who are Confirmed. This action does not work for Reserved, Eligible and Cancelled students.
- Check that the trip dates are final. Planned absences do not update if the trip dates or times change later; you would need to adjust them manually.
- You can't choose the mark. Arbor always applies the 'V' code.
- For Planned Absences to convert to attendance marks, you still need to open the register on the day of the absence. More on this here: Do we have to open every register for marks to appear?
How to add the Planned Absence
- Go to School > Activities > Trips.
- Select the trip, then click More information in the slide-over.
- On the Trip Overview page, scroll to the Trip Participants section and open the Confirmed tab.
- Tick the boxes for the students you want to add a Planned Absence for.
- Click the green Bulk action button, then choose Create Planned Absences.
- Double-check the details and click Create Planned Absences on the slide-over.
What happens next?
- Arbor creates one planned absence per eligible student, covering the trip dates.
- Students who already have a planned absence that overlaps the trip dates are skipped. Arbor links you to their existing absences so you can resolve the clash.
- To check the absences, go to Students > Attendance > Absentees > Planned Absences
Good to know
- Marks are not added to lesson registers in advance. The educational visit mark is applied when a teacher opens the register for those dates, as with any planned absence.
- If you suspend a lesson, the register is automatically opened and planned absences are automatically pulled through to attendance records once the lesson starts.
- Lessons are not suspended automatically. See Suspending classes and lessons to suspend a lesson.
FAQ
Why weren't some students added?
- They were either not Confirmed on the trip, or already had a planned absence overlapping the trip dates.
Can I choose a different mark?
- No. This method always uses the educational visit mark.
What if the trip dates change?
- Edit or delete the planned absences yourself. To delete in bulk, select them on the Planned Absences page (Students > Attendance > Absentees > Planned Absences) and choose Bulk action > Delete Planned Absences
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