Attendance Groups & Rehearsals

Taking Attendance

This guide walks through the complete attendance workflow — from creating a group and scheduling rehearsals through to marking the roll and exporting reports. If you are setting up for the first time, follow the steps in order.

1Create group 2Add students 3Set up rehearsals 4Copy weeks 5Take the roll
1
Create a group
  1. Go to Dashboard
  2. In the Groups panel on the left, click Add
  3. Fill in the group form:
Field
What to enter
Group Name
The full name of the group — e.g. Senior Wind Band
Short Name
A short abbreviation used in the calendar — e.g. SWB
Contacts
Optional — link staff members to this group
Venues
The default rehearsal venue (e.g. School Hall). Click + to add a new venue if needed.
Colour
The colour used to display this group on the calendar. Enter a hex code or choose from the dropdown.
Duration
Default rehearsal length in minutes — e.g. 60
  1. Click Save
💡

Tip: Set Venue, Colour, and Duration now — they become the defaults whenever you create a rehearsal, saving time later. To edit a group after saving, click the pencil icon next to its name on the Dashboard.

2
Add students to the group
  1. Go to Students in the main menu
  2. Click on a student's name to open their record
  3. Select the Details tab
  4. Scroll down to the Groups section at the bottom of the screen
  5. Click + Add Group to add a new row
  6. In the new row, select the Group from the dropdown, then optionally set their Instrument, Tutor, and Status
  7. Click Save
💡

Tip: Repeat for each student. A student can belong to multiple groups — just add another row for each additional group.

3
Set up rehearsals
  1. Go to Events (the calendar icon in the menu)
  2. Click the Rehearsals tab
  3. Switch to Week view using the button in the top right
  4. In the right-hand panel, drag a group name onto the desired time slot in the calendar
    • The rehearsal is created automatically using the group's default duration, colour, and venue
  5. Click the rehearsal block to adjust the time, venue, or add a comment
  6. Repeat until you have a complete week of rehearsals set up
💡

Tip: Set up one complete week first, then use Copy Rehearsals (Step 4) to fill the rest of the term in one action.

4
Copy rehearsals to other weeks

Once you have one week set up correctly, copy it across the entire term.

  1. In the Events screen, make sure you are in Week view on the Rehearsals tab
  2. Navigate to the week you want to copy from
  3. Click Copy Rehearsals in the toolbar
  4. In the Copy Week's Rehearsals panel that opens on the right, configure the following:
Copy Week's Rehearsals — options
  • Copying from — confirms the source week. Check this is the week you intend to copy.
  • Copy until — set the date of the last week of term
  • Every other week — toggle on if rehearsals run fortnightly
  • Week list — review all the weeks that will be created. Click Remove next to any week that falls on a school holiday.
  • Add a week — use the date picker to re-add a week if needed
  • Select student groups to copy — choose Copy all groups or Select specific groups
  1. Click Copy Rehearsals
⚠️

Remember: Remove any holiday weeks before clicking Copy Rehearsals. Rehearsals created in error can be deleted individually from the calendar.

5
Take attendance
  1. Go to Attendance in the main menu
  2. Select a Group from the dropdown in the top right
  3. Set the Date Range using the presets (Last 30 / 90 / 120 days, This year) or enter custom dates
  4. Click on a date row to open the attendance roll for that rehearsal

Marking the roll

Inside the roll you will see all students in the group, each with a toggle:

  • Toggle on (blue) = Present
  • Toggle off (grey) = Absent
Roll toolbar options
  • Select all — marks everyone present. Toggle off individual absentees to save time.
  • Search box — quickly find a student by name or instrument
  • Name / Band Order — toggle to sort alphabetically or by instrument section
  1. Click Save Attendance when done
ℹ️

The roll header shows a running count — e.g. 14 of 51 attending — so you can confirm the numbers look right before saving.


Attendance view options

Two tabs are available on the Attendance page, each giving a different perspective on the data.

Attendance by date

Shows a list of all rehearsal dates in the selected date range. Click any row to open and edit the roll for that session.

Column
What it shows
Date
The rehearsal date
Event
The rehearsal title
Attended
Number of students marked present
Absent
Number of students marked absent

Attendance by student

Shows a summary for each student across the selected date range. Click a student's name to view and edit their individual attendance history.

Column
What it shows
Student
Student's full name
Instrument
Their instrument(s) in this group
Attended
Total number of sessions attended
Absent
Total number of sessions missed
%
Attendance percentage across the selected date range

Exporting attendance data

You can export attendance records to a spreadsheet for reporting or archiving.

  1. Select a group and date range on the Attendance page
  2. Click the Export button in the top right corner
  3. A file named attendance.csv will download automatically
💡

Tip: Open the CSV in Excel or Google Sheets to sort, filter, and create summary reports. The export includes all columns shown in the current view.

Quick reference

A handy reminder once you are familiar with the system.

Task
Where to go
Create a group
Dashboard > Groups panel > Add
Edit a group
Dashboard > Groups panel > pencil icon
Add student to a group
Students > [Student name] > Details tab > Groups section > + Add Group
Set up rehearsals
Events > Rehearsals tab > Week view > drag group onto calendar
Copy a week of rehearsals
Events > Rehearsals tab > Week view > Copy Rehearsals
Mark the roll
Attendance > select group + date range > click a date row
View student summary
Attendance > Attendance by Student tab > click a student
Export attendance data
Attendance > select group + date range > Export button