Manage Student Attendance Records

[For Admins + Staff] Learn how to correct, add, edit, or delete attendance records on the web and mobile app.

Cassie avatar
Written by Cassie
Updated over a week ago

Use brightwheel's Attendance and Check-in features to make sure that current and historical attendance data is accurate, even if an attendance action is forgotten or missed.


Add Historical Attendance Records

With busy mornings or after school care, we know that guardians or staff may occasionally forget to complete check-in or check-out for students.

Add Missing Check-Outs

If a parent or staff forgets to check a child out, we recommend you use the Daily Attendance Summary report to add this missing record. This option allows admins to find and add missing check-outs in bulk. It also ensures parents are not notified that their child has been checked out.

To find out more about how to do this, check out our Daily Attendance Summary Report help center resource.

Add Completely Missing Attendance

If a staff member forgets to check a child in or out for an entire day, we suggest following the steps below to log an attendance record via Attendance Mode and then use the student's Feed and Daily Attendance Summary Report to correct the check in date/time and add a check-out date. Follow the steps below on the web or mobile app as admin or staff.

On the App

  1. Log into the brightwheel app as staff, or admin

  2. Select the Room where the record should have occurred

  3. Tap Attendance

  4. Select the student profile(s) and tap Check-in at the bottom.

    💡If adding a missing absence, select the student profile(s), tap Absent, and optionally select the reason or add a custom note

  5. Tap Close to exit Attendance mode

  6. Tap on the student to see their feed

  7. Click the applicable attendance record

  8. Select Change Time and update the date/time to reflect the day missed

  9. Add any applicable notes

  10. Click Save

  11. Log into brightwheel on the web and navigate to the Daily Attendance Summary Report to add the associated check-out record for the missing day

ℹ️​ Check-in/out records cannot be logged for a future time or date.

On the Web

🚩 Adding attendance records on the web will notify parents of a new check-in/out record logged. If you do not wish to notify parents, you'll want to Log Attendance on the Mobile App and ensure the Share with Parents setting is disabled.

  1. Under My School, navigate to the Students tab OR the Rooms tab from the purple dashboard menu

    • [Optional] Use the filters on the Students tab or Rooms tab to narrow down the student list and locate the desired student

  2. Click Check-in next to a child’s name in the desired room

    💡If marking absent, click Absent next to the student in the desired room and optionally select the reason, or add a custom note

  3. Navigate to the student's activity Feed by clicking their name

  4. Locate the applicable attendance record

  5. Click Edit and update the date/time to reflect the day missed

  6. Add any applicable notes

  7. Click Save

  8. To add the check-out time, navigate to the Daily Attendance Summary Report on the web to add the associated check-out record for the missing day


Edit & Delete Existing Attendance Records

If you need to delete or adjust the date/time of a check-in or out record, staff and administrators can quickly do this through their brightwheel account on the app, or web.

🚩 Check-in and out records logged on the same day are paired together. You will not be able to adjust the date of a check-out record if it is paired with the applicable check-in record. Please ensure you edit the check-in record first, before adjusting the applicable check-out record.

On the Web

Administrators, managers, and staff can delete, or edit the date and time of attendance actions at any time through the room, or student's activity Feed on the web.

  1. Log in to your brightwheel account on the web

  2. Click My School from the left sidebar

  3. Select the Students, or Rooms tab

    • From the Student tab, locate the student and click their name to view their profile. Next, navigate to the student’s activity Feed

    • From the Room tab, click on a given room to view the room activity feed

  4. Locate the applicable attendance record

  5. Click Edit

    • If editing - update the date, time, Staff Only option (as needed), or the reason for the absence

    • If deleting - click the Delete Activity option in the bottom left corner to immediately delete the record

  6. Add any applicable notes

  7. Click Save

💡Administrators can also edit and delete errors in attendance records all in one spot by using the Daily Attendance Summary Report on the web instead!

On the App

Administrators and staff can edit the date and time of Attendance actions at any time on the mobile app. Additionally, if a student is accidentally checked in or out, that incorrect record can be deleted on the mobile app.

  1. Log in to brightwheel on the app

  2. Navigate to the student's activity Feed

  3. Tap on the Attendance record that needs to be corrected

    • If editing check-in/out - click Change Time, or Edit Drop Off Form to update accordingly

    • If editing an absence - click Edit Activity to change the date/time, or the absent reason

    • If deleting - click the red Delete option to immediately delete the record

Click Cancel to exit the popup and make no changes


Correct Attendance Records that need a Signature

If you need a parent's signature for a missing check-in or out record, you will need to work with one of the parents or guardians to record multiple check-ins/outs with signatures. Then, you can adjust the date/time of those records.

💡We recommend running a Check-in Report for that child if you are unsure how many check-in or out signatures are missing from the child’s attendance records.

  1. Delete any duplicate attendance records of check-ins or outs recorded by a staff member or guardian [If applicable]

  2. Have the parent or guardian repeatedly check the child in and out the number of times you found a missing signature on the report via Kiosk Mode or by scanning the QR Code with their brightwheel app

  3. Navigate to the Student's Feed within your brightwheel app or from your admin account on the web

  4. Tap on the new Check-in/out Records that were just recorded

  5. Tap Edit, and select the correct date and time for the day that was missed

Once this is complete, the student's check-in records for that day will show as the updated times that you've recorded, as will your check-in report, attendance report, and ratio report.

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