Marking an activity as complete

Read our step-by-step guide below, or watch the video walkthrough (Please note: there is a slight difference with terminology in the walkthrough due to recent language changes in product, but the core functionality of marking activities as complete or cancelled remains the same.)

1. From the navigation bar, go to 'Activities' > 'Your Activities'. Select the correct academic year and then click on ‘View/Edit Activities'

2. Find the activity you want to mark as complete in the 'Planned Activities' tab, click on ‘Show more’ in the Action column.

3. Select ‘Mark activity as complete’

4. Once you select ‘Mark activity as complete’, there could be two instances:

All learners were in attendance on the day/days that the planned activity took place:
a) A pop-up window will appear confirming that your attendance record suggest all learners completed the activity
b) Click ‘save and mark as complete’
c) A green notification bar will appear in the top-right of your screen confirming that the activity has been completed.

Some learners were absent on the day/days that the planned activity took place:
a) In this instance, the pop-up window will display a list of learners that have been suggested as absent on the day/days of the planned activity
b) You will be given the option of changing the attendance state of learners to either Attended, Absent or Unsure (the default Attendance state here , based on data from your MIS, will be ‘Absent’)
c) You will be able to see the reasoning for a learner being marked as absent, so that you can correctly assign their attendance state
d) The pop-up window will show you the absence mark in the ‘Absences’ column
e) The Absent mark will be displayed next to ‘AM’ / ‘PM’

f) The Absent mark also works as a ‘tool tip’; this means that when you hover over the absent mark, a short description of the absence mark will display. Scroll to the end of this article to view each absence mark and their description

g) You can change the attendance state for all learners in the list by checking the first box in the first row of the table. A pop-up box will appear on screen asking you to confirm that all learners attended the activity

h) You can also search for individual learners by typing their name into the search box
i) You can use the ‘select an attendance mark’ box to filter by attendance state

5. Once you have made the relevant changes, click on ‘Save & mark as complete’ (there is also a button to proceed without making any changes.)

Activity status in individual learner profiles
All activities on the ‘Activities’ tab of a learner's individual profile will display one of three statuses; Offered, Planned or Completed:

The activity will have a status of ‘Planned’ if an activity is created for a learner and has not yet taken place
The activity will have a status of ‘Completed’ if an activity was Completed with that learner being marked as ‘attended’
The activity will have a status of ‘Offered’ if an activity was completed and the learner has been marked ‘unsure’
The activity will have a status of ‘Offered’ if an activity was completed and the learner has been marked ‘absent’
The activity will have a status of ‘Cancelled’ if an activity has been cancelled.

Marking an activity as cancelled

1. From the navigation bar, go to Activities > Your Activities. Select the correct academic year and click on ‘View/Edit Activities’

2. Find the activity you want to mark as cancelled in the Planned Activities tab, click on ‘Show more’ in the ‘Action’ column

3. Select ‘Mark activity as cancelled’ from the list

4. A pop-up window will appear asking you why the activity was cancelled, select the most appropriate answer from the drop-down list

5. Once you have selected the reason for cancelling the activity, click on ‘Mark Cancelled’

6. The activity will now appear in the Cancelled activities tab

7. A green notification bar will appear in the top-right of your screen confirming that the activity has been marked as cancelled.

Managing attendance data

Viewing/editing activity attendance data

Once an activity has been marked as completed (see guidance above), you can edit the attendance state of a learner by clicking on ‘Show more’ in the Action column and selecting ‘View or edit activity’
Scroll down ‘Add groups or learners to this activity’ and select ‘Edit Attendance’
The same pop-up will appear as when you mark an activity as ‘Completed’. You can then edit the attendance state of learners in the same way.

Adding learners to an activity that is completed

1. From the navigation bar, go to Activities > Your Activities. Select the correct academic year and then click on ‘View/Edit Activities

2. Scroll down to ‘Add groups or learners to this activity’, click on ‘Edit Attendance’

3. The default attendance state of the learner will be ‘Unsure’. You can change this by selecting the correct attendance state for the learner

4. Once the learner has been added to the activity, a green notification bar will appear at the top-right of your screen confirming that the learner has been successfully added to the activity.

Removing a group of learners from an activity

1. From the navigation bar, go to Activities > Your Activities. Select the correct academic year and click on ‘View/edit activities

2. Select the activity, click on ‘Show more’ and ‘View or edit activity’

3. Scroll down to the ‘Add groups or learners to this activity’

4. Remove a group or a learner from the activity by clicking the ‘x’ next to the group or learner’s name

5. A pop-up will appear asking if you’re sure you want to remove the group or learner from the activity. Select ‘Confirm’ to continue

6. The group or learner will then be removed from the activity

7. A green notification bar will appear in the top-right of your screen confirming that the learners have been updated correctly.

Absence marks and their definitions

Status	Mark	Description
Attending school	/	Present AM
	\\	Present PM
	L	Late (before registration has closed) marked as present
Attending a place other than the school	B	Attending any other approved educational activity as learner is being educated offsite (NOT dual registration)
	D	Dual registered at another establishment) - NOT counted in possible attendances
	K	Attending education provision arranged by the local authority
	P	Learner is participating in an approved sporting activity
	V	Learner is attending an approved education activity; a visit or trip
	W	Learner is attending work experience
Authorised absence	C	Learner is absent due to other exceptional circumstances
	C1	Leave of absence for the purpose of participating in a regulated performance or undertaking regulated employment abroad
	C2	Leave of absence for a compulsory school age learner subject to a part-time timetable
	E	Learner is excluded, with no alternative provision made
	H	Agreed family holiday
	I	Illness (NOT medical, dental etc appointments)
	J1	Leave of absence for the purpose of attending an interview for employment or for admission to another educational institution
	M	Leave of absence for the purpose of attending a medical or dental appointment
	R	Religious observance
	S	Leave of absence for the purpose of studying for a public examination
	T	Parent travelling for occupational purposes
Not a possible attendance	Q	Unable to attend the school because of a lack of access arrangements
	X	Non-compulsory school age learner - not required to attend school
	Y1	Unable to attend due to transport normally provided not being available
	Y2	Unable to attend due to widespread disruption to travel
	Y3	Unable to attend due to part of the school premises being closed
	Y4	Unable to attend due to the whole school site being unexpectedly closed
	Y5	Unable to attend as learner is in criminal justice detention
	Y6	Unable to attend in accordance with public health guidance or law
	Y7	Unable to attend because of any other unavoidable cause
Unauthorised absence	G	Learner is on a family holiday, NOT granted by the school
	N	Reason for absence not yet established
	O	Absent in other or unknown circumstances not covered by any other code/description
	U	Learner arrived in school after registration closed
Administrative codes	Z	Prospective learner not yet on admission register - not counted in possible attendances
	#	Planned whole school closure - NOT counted in possible attendances
	• or -	No mark

Marking an activity as cancelled

Managing attendance data

Absence marks and their definitions

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