Attendance tutorial
Step-by-step guide for student class registers and staff clock — Settings, Policy, generate and mark rolls, corrections, absence letters, then My Clock with GPS and a personal office code. Start with Foundation, then registers and staff clock. No GHS journals. App links open in a new tab when you sign in.
Foundation
Turn Attendance LIVE, publish present / absent / late rules, then you can generate registers.
Foundation · Start here
Attendance hub
Attendance is two books: student class registers (who is in JHS 2A today) and staff clock (when teachers arrive and leave). This guide walks both paths. It is not transport attendance and not the library.
Real scenario
Sunrise Academy starts Attendance before term. Admin turns the module LIVE, publishes a policy, generates today’s Daily registers, then later enables teacher My Clock so staff clock themselves at the gate.
Worked example (GHS)
Hub · Settings not LIVE yet · 0 sessions · 15-step walkthrough ready
How it works
The hub shows register health once Settings are LIVE and a policy is published. Student marks never post GHS journals. Staff clock events live on Staff Time and My Clock. Each school only sees its own registers and employees.
Key fields — what each one means
Student registers
Daily, homeroom (class teacher roll), and period (subject lesson) sessions.
Example: JHS 2A Daily · 25 children · Present / Late / Absent
Staff clock
Office records clock-in/out, or teachers use My Clock with GPS and a rotating office code.
Example: Mrs. Adjei Clocked in 07:15 · Clocked out 15:30
No money
Attendance never posts a ledger entry or GHS amount.
Example: Mark Ama Present → no journal · clock-in → no payroll post yet
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendanceFoundation · Foundation
Settings — turn Attendance LIVE
Settings must be LIVE before anyone can generate or mark registers. An empty auto-created row is not enough. This is also where you turn on teacher self clocking and set the campus GPS pin.
Read these first
Real scenario
Mrs. Adjei stands in the admin block, turns Attendance LIVE, then turns on all three self-clock toggles and taps Use my current location. She saves. Teachers can now use My Clock once they are linked in HR.
Worked example (GHS)
Settings · LIVE · Africa/Accra · Self clock ON · GPS + QR · 150 m
How it works
Open Settings. Set timezone to Africa/Accra if needed. Mark setup status LIVE and save. Scroll to Staff self clocking: turn Allow self clocking on, optionally Require GPS fence and Require office QR, tap Use my current location at school, set radius (default 150 m), then Save staff clocking.
Key fields — what each one means
Setup status LIVE
Required before generate, mark, or self clock works.
Example: DRAFT → LIVE · Save
Timezone
Used for earliest clock-in / latest clock-out windows.
Example: Africa/Accra
Allow self clocking
Teachers get My Clock. Off = office records time only.
Example: ON · GPS fence ON · Office QR ON
Campus pin & radius
GPS check uses this pin. If GPS is required but no pin is set, every clock becomes an exception.
Example: Use my current location · 150 m · max accuracy 100 m
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/settingsFoundation · Foundation
Policy — present, late, absent
Policy is the school rulebook: what counts as Present, Late, or Absent, and which session types (Daily, Homeroom, Period) you use. Draft policies do not count — you must Publish.
Read these first
Real scenario
Sunrise publishes Policy v1: school day starts 07:00, late after 15 minutes, Daily and Homeroom on. JHS 2A can now be generated.
Worked example (GHS)
Policy v1 · Published · Late after 15 min · Daily + Homeroom
How it works
Open Policy. Create or review a version. Set late after minutes, absence rules, and session types. Click Publish. Generate Registers uses the published version only.
Key fields — what each one means
Published version
The live rule set used when generating and marking.
Example: Policy v1 · Published · Daily + Homeroom
Late after
Minutes after session start that Present becomes Late.
Example: Late after 15 minutes · Ama arrives 07:25 → Late
Session types
Daily = school day roll. Homeroom = class teacher’s book. Period = timetable subject.
Example: Daily ON · Homeroom ON · Period optional
Draft does not count
In-review or draft policies will not complete setup.
Example: Draft saved → Publish required
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/policyRegisters
Create today’s class sessions and mark who is present, late, or absent.
Registers · Registers
Generate registers
Generate Registers builds today’s class sessions from the timetable or a date. You do this once in the morning (or the night before). It does not mark anyone — it only creates empty rolls.
Read these first
Real scenario
Monday morning Mrs. Adjei generates for today. JHS 2A Daily appears as OPEN. The class teacher can now mark Ama and the rest of the class.
Worked example (GHS)
Generate · 6 Sep · JHS 2A Daily OPEN · 25 unmarked
How it works
Open Generate Registers. Pick the date (today). Choose the school or one class (e.g. JHS 2A). Generate. Each class gets a Daily session (and Homeroom / Period if policy says so). Cancelled sessions do not count.
Key fields — what each one means
Date
The school day to create rolls for.
Example: 6 Sep 2026 · Today
Scope
Whole school or one class.
Example: JHS 2A only · or All classes
Session types created
Follows the published policy — Daily and Homeroom may both appear for the same 25 children.
Example: JHS 2A Daily + JHS 2A Homeroom
No marks yet
Generate never writes Present/Absent.
Example: 25 rows empty · status SCHEDULED or OPEN
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/generateRegisters · Registers
Registers & sessions — mark a class
This is the daily list of class rolls. Open one session and mark each student Present, Late, or Absent, then Submit. Use the live roster (who is in the class now), not last term’s exam class.
Read these first
Real scenario
The JHS 2A class teacher opens today’s Daily, marks 24 Present and Ama Late (arrived 07:25), then Submits. The office can see the roll on Control Room as complete.
Worked example (GHS)
JHS 2A Daily · 24 Present · 1 Late · SUBMITTED
How it works
Open Registers & Sessions. Filter by date and class. Open JHS 2A Daily. Mark each child. Submit. After submit the roll is locked until a Correction is applied. Teachers use this page; they usually cannot open Control Room or Staff Time.
Key fields — what each one means
Mark
Present, Late, Absent, or Partial — per student on this session.
Example: Ama Present · Kojo Late · Efua Absent
Submit
Locks the roll. Reports only count SUBMITTED and LOCKED sessions.
Example: 25/25 marked → Submit → Attendance rate updates
Daily vs Homeroom
Same children, two sessions if policy uses both. Daily is the school-day book; Homeroom is the class teacher’s book.
Example: Mark Daily for the office; Homeroom if the form teacher keeps a second roll
Current class
Today’s register uses StudentProfile.currentClass — who is in the class now.
Example: After promotion Ama is in JHS 2A, not last year’s JHS 1A
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/sessionsStudent exceptions
Fix a mark after submit, record absence letters, and follow up concerns.
Student exceptions · Student exceptions
Corrections — fix a mark after submit
A Correction changes a mark after the roll was submitted — for example Ama was marked Absent but she was in the nurse’s office. Someone with approve applies it. The original mark stays in the audit trail.
Read these first
Real scenario
Ama was marked Absent. The class teacher files a Correction (nurse). The VP Applies it. Reports now show Ama Present for that Daily.
Worked example (GHS)
Correction · Ama · Absent → Present · Applied
How it works
Open Corrections. Create a request: student, session, from Absent → to Present, with a reason. Approver clicks Apply. Reports then use the new mark. Do not reopen and remake the whole register if only one child is wrong.
Key fields — what each one means
From → To
The old mark and the new mark.
Example: Ama · Absent → Present · reason: at nurse
Apply
Approver confirms. Pending corrections sit in Control Room.
Example: Pending → Applied · reports now count Ama Present
Audit
The change is logged. The submitted roll is not silently overwritten.
Example: Correction #12 · Applied by VP · 6 Sep 09:40
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/correctionsStudent exceptions · Student exceptions
Absence requests
An absence request is a letter from a parent or the office — Ama will be away Friday for a funeral. It is not the same as marking Absent on the register. The teacher still marks the roll; the letter explains why.
Read these first
Real scenario
Ama’s mother reports Friday absence. Office Approves. Class teacher still marks Ama Absent on Daily. The letter is the reason, not a second register.
Worked example (GHS)
Absence · Ama · 6 Sep · Approved · Daily still marked Absent
How it works
Open Absence Requests. Record or review a request (student, dates, reason). Approve or reject. Approved letters do not auto-mark the register — they sit beside the roll so the office knows the absence was planned.
Key fields — what each one means
Student & dates
Who is away and for which days.
Example: Ama · Friday 6 Sep · family funeral
Status
Pending → Approved or Rejected.
Example: Parent submitted · Office Approved
Does not mark the roll
The class teacher still marks Absent (or Present if she came).
Example: Letter approved · Daily still needs a mark
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/absence-requestsStudent exceptions · Student exceptions
Concerns (follow-up queue)
Concerns are follow-up cases — too many absences or a gate scan that does not match the Daily roll. Staff do not invent a case with a + New button. The system opens them. Resolving a concern does not change Present/Absent.
Read these first
Real scenario
After one Daily and one absence letter, Concerns is empty. That is correct. A later gate mismatch can open a case for the office to assign and Resolve.
Worked example (GHS)
Concerns · 0 open · optional after go-live
How it works
Open Concerns as admin / officer. Empty is normal if you only marked one Daily. When a case exists, assign an owner and later Resolve with a note. Teachers usually cannot open this page.
Key fields — what each one means
No + New
Cases are opened by the system (mainly gate / reconciliation mismatch).
Example: Empty list · “No attendance concerns logged.”
Resolve
Closes the case with a note. Does not rewrite the register.
Example: Resolved · spoken with parent · Daily mark unchanged
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/concernsStaff clock
Office Staff Time, link teachers to HR, My Clock, office QR, and exception review.
Staff clock · Staff clock
Staff Time — office records clock
Staff Time is the office book for teacher clock-in and clock-out. It is not the student register. Admin / HR / principal record an event, or later review self-recorded exceptions from My Clock.
Read these first
Real scenario
Office records Mrs. Adjei Clocked in at 07:15. At 15:30 they record Clocked out. If she later uses My Clock, those events show Self chips and evidence.
Worked example (GHS)
Staff Time · Mrs. Adjei · CLOCKED IN · KPI +1 currently in
How it works
Open Staff Time. Click Record event. Pick the employee (must exist in HR Employees), date today, status CLOCKED IN, optional location. Save. One clock-in and one clock-out per employee per day. Clock out only after clock in. Teachers usually cannot open this page.
Key fields — what each one means
Staff
HR employee profile — not a student.
Example: Mrs. Adjei · EMP-00012
Status
CLOCKED IN, CLOCKED OUT, BREAK, or EXCEPTION.
Example: CLOCKED IN 07:15 · CLOCKED OUT 15:30
One in / one out per day
Duplicate clock-in is blocked. Clock out without clock in is blocked.
Example: Second Clock in → already clocked in today
Open display QR
Link to the office rotating QR + 6-digit code screen.
Example: Staff Time → Open display QR
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/staff-timeStaff clock · Staff clock
Link teachers to HR
My Clock only works when the teacher’s login is linked to an HR employee profile (userId). Without the link they see “No HR staff profile is linked to your login.” HR does this once, then teachers clock themselves.
Read these first
Real scenario
HR runs Sync from logins. Mrs. Adjei’s row now shows TEACHER. She opens My Clock and the status loads instead of the linked-profile error.
Worked example (GHS)
HR Employees · Sync from logins · Role TEACHER · ACTIVE
How it works
Create teacher logins at Employee logins if missing (same email as HR when possible). Open HR → Employees as someone with employees manage. Click Sync from logins. Confirm each teacher row shows a Role (TEACHER). Status must be ACTIVE or ON_LEAVE.
Key fields — what each one means
Sync from logins
Creates missing HR profiles or attaches userId when email matches.
Example: Synced · 12 created, 5 linked
Role column
Comes from the linked login. Blank (—) means not linked.
Example: Ama Mensah · TEACHER · ACTIVE
Status
Only ACTIVE or ON_LEAVE can self clock.
Example: SUSPENDED → My Clock blocked
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/hr/employeesStaff clock · Staff clock
My Clock — teacher self clock
Teachers clock themselves from Attendance → My Clock in the sidebar (not the Teacher Dashboard Attendance tile — that still opens student registers). Clasra uses server time and the teacher’s own HR profile. They never pick an employee.
Read these first
Real scenario
Mrs. Adjei taps Clock in at the gate, requests her personal code, reads 482901 next to her name on the office TV, types it, and gets confetti. At 15:30 she Clock out the same way.
Worked example (GHS)
My Clock · Clocked in 07:14 · 42 m from campus · personal code used
How it works
Tap Clock in. If QR is required, request a personal code (bound to you) or scan / type the office code. GPS runs if the fence is on. Pass → confetti CLOCKED IN. Fail → EXCEPTION for HR (not blocked). One clock-in and one clock-out per day. Rate limit 5 attempts per minute.
Key fields — what each one means
Request my personal code
Issues a single-use 6-digit code bound to you. It appears on the office screen next to your name. A colleague cannot use it.
Example: Request → office shows Adjei 482901 · expires ~60 s
Shared office code
The rotating 6 digits on the display still work (multi-use). Pair with GPS so a forwarded code fails off campus.
Example: Type 482901 · Confirm code
GPS + camera
Location Allow and Camera Allow are two prompts. If camera fails, type the 6 digits.
Example: Allow location · Allow camera · or type the code
Failed check
Saved as EXCEPTION with distance, IP, and reason — HR reviews.
Example: Outside geofence: 2.0 km · gold banner
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/my-clockStaff clock · Staff clock
Office display QR
The office display is a full-screen rotating QR plus a big 6-digit code. Teachers never open this page — only staff with Staff Time record permission. Leave it running during arrival and departure.
Read these first
Real scenario
The front-office tablet shows the rotating QR. When Mrs. Adjei requests her personal code, her name and 739104 appear on the same screen. She types it on her phone.
Worked example (GHS)
Display · QR live · 6 digits · 1 personal code waiting
How it works
Open Staff Time → Open display QR (or go directly to the display path). Full screen on a tablet/PC in the staff room. Codes refresh every N seconds (default 60) plus about 30 s grace. Personal codes requested on My Clock appear in the Personal codes waiting list with the teacher’s name.
Key fields — what each one means
Shared QR + 6 digits
Multi-use for the rush of many teachers at once.
Example: QR + 482901 · new code in 44 s
Personal codes waiting
Per-teacher single-use codes. Read your name, type that code in My Clock.
Example: Adjei · clock in · 739104 · expires in 51 s
Keep the tab open
If the display closes, codes stop and teachers get exceptions.
Example: Full screen · leave running 06:30–08:00 and 14:30–16:00
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/staff-time/displayStaff clock · Staff clock
HR reviews self-clock exceptions
When GPS, QR, or the time window fails, My Clock still saves an EXCEPTION. HR opens Staff Time, filters Self-recorded, and Approves or rejects with the evidence (distance, accuracy, IP, intended action).
Read these first
Real scenario
A teacher typed an expired code. HR sees EXCEPTION, distance 40 m (on campus), QR failed. They Approve. The teacher’s My Clock timeline shows Approved on refresh.
Worked example (GHS)
Staff Time · Self · EXCEPTION · Approve · counts as Clock in
How it works
Filter Source → Self-recorded (teacher). Open Approve on a pending row. Read Tried Clock in/out, distance, GPS accuracy, office QR, and the failure reason. Approve if the teacher was at school and tech failed. Reject if clearly off campus. Approved exceptions count as the intended status for that day.
Key fields — what each one means
Self chip
The teacher recorded this — not the office.
Example: Self · GPS 1.8 km · Outside fence · Tried Clock in
Evidence
Distance, accuracy, IP, device, intended action.
Example: 2.0 km from campus · ±28 m · iPhone · CLOCK_IN
Approve
Treats the exception as the intended clock-in or clock-out.
Example: Approve Tried Clock out → counts as CLOCKED OUT
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/staff-timeInsight
Watch unfinished rolls in the control room, then read reports and student history.
Insight · Insight
Control room
Control Room is the office watch board for today. You do not generate, mark, or approve here. You see which rolls are still open and which corrections or absence letters wait.
Read these first
Real scenario
Mid-morning Mrs. Adjei checks Control Room. JHS 2A Daily is still OPEN. She clicks through. The class teacher finishes and Submits. The card clears.
Worked example (GHS)
Control Room · 1 open register · 0 corrections
How it works
Open as admin / principal / VP. Read Open Registers, Attendance Rate, Pending Corrections, Concerns. Click an incomplete row to jump to that register. Teachers do not get this page.
Key fields — what each one means
Incomplete Registers
Today’s sessions still OPEN or REOPENED.
Example: JHS 2A Daily OPEN → click to finish marking
Correction Queue
Pending mark changes waiting Apply.
Example: 1 pending · Ama Absent → Present
Empty is good
All registers complete for today.
Example: 0 open · 0 pending corrections
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/control-roomInsight · Insight
Reports & student history
Reports turn submitted marks into rates and shares. Attendance History is one student’s timeline. You do not generate or mark here. Only SUBMITTED and LOCKED rolls count — open sessions are excluded.
Read these first
Real scenario
After submitting JHS 2A Daily and Applying Ama’s Correction, Reports show the class rate with Ama as Present. History shows her Late then Present after the fix.
Worked example (GHS)
Reports · Last 7 days · Daily · JHS 2A · 96%
How it works
Open Reports. Set Last 7 days or a custom range. Optional class JHS 2A and session type Daily. Apply. Then open Attendance History and search Ama to see her Present / Late / Absent days. After a Correction is Applied, reports use the new mark.
Key fields — what each one means
Attendance rate
Present (and policy-defined) over eligible submitted sessions.
Example: JHS 2A Daily · 96% · Last 7 days
Share bars
Present / Absent / Late / Partial mix.
Example: Present 92% · Late 4% · Absent 4%
History
One student across dates — path /dashboard/attendance/students.
Example: Ama · 6 Sep Late · 5 Sep Present
Open this screen in Clasra
Opens on clasra.com — sign in with your school account (same URL for every school).
/dashboard/attendance/reports