IN BRIEF:
Learn how to enable the correct Staff Portal and Office Portal permissions so instructors can record, edit, and report on student attendance. This article outlines key attendance features, explains each necessary permission, and answers frequently asked questions to help manage access efficiently while maintaining proper oversight. 

• Overview
• Accessing the Feature
• Step-by-Step Instructions
  • Application Access Section
  • Page Access Section
  • Tasks Section
  • Reports Section
• Frequently Asked Questions
• Related Articles

Overview

Attendance in iClassPro goes far beyond marking students Present or Absent. When staff members record attendance, they are able to receive additional information about students and/or their enrollments via the following tools:

• Attendance Taken/Not Taken Indicator – visual cue showing whether attendance has been recorded.
• Enrollment Alert Icons – used to draw the staff members’ attention to enrollment statuses or notes that may affect the student.
• Class Cancellation – ideal for emergency closures.
• Per‑Enrollment Statistics – quick view of a student’s attendance percentage.
• Recording Future/Expected Absences – flag anticipated absences for smoother class flow.
• Tardy/Absent Indicator – tag late students separately from full absences.
• Excused/Unexcused Absences – differentiate between unavoidable (excused) absences and no‑shows. If the feature is enabled, marking absences excused/unexcused can also allow the system to automatically issue Makeup Tokens.
• Staff Portal Features & Settings – mobile‑friendly attendance, skill tracking, photos, and notes.

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Accessing the Feature

1. From the main navigation menu, go to SETTINGS>SETUP>STAFF SETTINGS>USER GROUPS.
2. Double-click on a User Group to modify permissions.

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Step-by-Step Instructions

Staff permissions can be assigned to a staff user group or individually. To adjust permissions for User Groups, navigate to SETTINGS>SETUP>STAFF SETTINGS>USER GROUPS, then double‑click on a User Group to modify its settings.

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Application Access Section

Grant access to which areas of the application your staff will use:

• iClassPro – set to Full so the group can sign in to the Office Portal.
• Staff Portal – set to Full so the group can sign in to the mobile‑friendly Staff Portal.

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Page Access Section

Controls which page(s) a group can access in the Office Portal, where attendance shortcuts appear:

• Families
• Students
• (if enabled) Appointments
• Classes
• Camps
• Reports

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Tasks Section

Fine‑tune what individual staff members/user groups can view vs. what they can edit when interacting with data:

• Families/Students
  • View allows access to view family/student details.
  • Full permission allows the staff member/user group to edit these details.
• Ledgers
  • View allows the staff member/user group to view charges and payments on the ledger.
  • Full permission allows the staff member/user group to edit or create charges/payments.
• Enrollments
  • View allows the staff member/user group to see the list of enrollments
  • Full permission allows the staff member/user group to edit these enrollments.
• Excuse Absences in Staff Portal – this permission is required to mark an absence as "Excused" when interacting with attendance records in the Staff Portal.
• See All Classes/Camps in Staff Portal – allows instructors to record attendance for classes to which they are not assigned.
• Classes
  • View enables the staff member/user group to view classes and class details in the main application and Staff Portal.
  • Full options give the staff member/user group access to editing the classes from the main application.
• Camps
  • View enables the staff member/user group to view camps and camp details in the main application and Staff Portal.
  • Full options give the staff member/user group access to editing the camps from the main application.
• Appointments
  • View enables the staff member/user group to view appointments and appointment details in the main application and Staff Portal.
  • Full options give the staff member/user group access to editing appointments from the main application.

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Reports Section

Choose which attendance reports each group can generate:

• Student Reports
  • Custom Student List - includes Attendance filters to limit results based on student attendance.
  • Student Attendance Report – generates a full attendance history for selected student(s): date, time‑slot, class, and status.
• Class Reports
  • Roll Sheets – print roll sheets for manual attendance or audit past dates.
  • Absences Report – count absences for classes within a date range.
  • Unexcused/Excused Absences Report – lists individual class absences within a date range. Can be filtered to show only unexcused absences, excused absences, or both.
  • Expected Absences Report – lists any recorded future class absences.
• Camp Reports
  • Unexcused/Excused Absences Report – lists individual camp absences within a date range. Can be filtered to show only unexcused absences, excused absences, or both.
  • Expected Absences Report – lists any recorded future camp absences.

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Troubleshooting & FAQs

• Where is the attendance button?
  • Attendance icons are located in several places throughout the Office Portal. For more information and instructions on how to record and/or edit attendance records, see our Knowledgebase:
    • FAMILIES or STUDENTS pages - If "Check-In Mode" is enabled, staff can view and/or edit attendance history for individual students via the attendance icon (checkmark).
      • See "Check-In Mode & Viewing Single Student Attendance" here for additional information.
    • CLASSES, APPOINTMENTS, and CAMPS pages - attendance is accessible via the attendance icon (checkmark).
    • ENROLLMENTS page - limited attendance capabilities; staff can only mark students "Present" for class enrollments (not camps or appointments).
• Can my staff take attendance for only one or a few students out of the class?
  • Technically, no. While "Check-In Mode" seemingly allows this, the system still records attendance for ALL students in the class when the first student is checked in. Generally, attendance (present or absent) must be recorded for all enrollments simultaneously. Staff can use the Edit option afterward to mark students as tardy or adjust for last‑minute changes.
    • Note: Enabling Check‑In Mode marks all unchecked students as Absent once the first student is checked in. Their records are updated as each subsequent attendance is recorded.
• Does attendance auto‑save?
  • No. To prevent data loss over slow connections, staff must select Submit to save.
• Can I record attendance in advance?
  • No. While you can log an expected absence for an individual student, the absence will still need to be officially recorded on the actual date to prompt Makeup Token generation, etc.
    • For instructions on how to record an expected/future absence, see our "How Do I Create a Future Absence Through the Office Portal?" document.

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Related Articles

• How Do I Record Attendance in the Office Portal?
• How Do I Create a Future Absence Through the Office Portal?
• What Is the Student Attendance Report?

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