> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Timetable & Attendance

> Build weekly class schedules, set up recurring sessions, and record daily attendance. Learn how absence digests keep guardians informed.

The timetable tells everyone where to be and when; attendance records who actually showed up. Together they drive the rhythm of the centre and feed both compliance reporting and instructor pay.

## Roles and responsibilities

| Role                   | Responsibility                                                   |
| ---------------------- | ---------------------------------------------------------------- |
| **Academics User**     | Builds the timetable and manages class schedules                 |
| **Instructor**         | Views their own timetable and marks attendance for their batches |
| **Student / Guardian** | Views the student's own timetable; guardians see absences        |

## Setting up academics first

Before you can schedule classes, set up the academic foundation from **Academic Setup**: academic years and terms, and rooms. These are the building blocks a schedule references.

| Setup record      | Purpose                                  |
| ----------------- | ---------------------------------------- |
| **Academic Year** | The overall year the schedule belongs to |
| **Academic Term** | A term or semester within the year       |
| **Room**          | Where a class physically happens         |

## Building the timetable

<Steps>
  <Step title="Open Timetable">
    From the staff sidebar, choose **Timetable**.
  </Step>

  <Step title="Add a class schedule">
    Create a schedule entry: pick the batch, course, room, day, and time.
  </Step>

  <Step title="Make it recurring">
    Use the recurring option to repeat a class across the term, rather than adding each week by hand.
  </Step>

  <Step title="Adjust as needed">
    Update or remove a schedule entry whenever the plan changes.
  </Step>
</Steps>

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-tuition-timetable.png" alt="Weekly timetable grid showing batches, rooms, and class times" />
</Frame>

Instructors and students each see a filtered **My Timetable** showing only their own classes.

## Recording attendance

<Steps>
  <Step title="Open the roster for a class">
    Instructors open the batch roster for the session they are teaching.
  </Step>

  <Step title="Mark each student">
    Mark students present or absent. The system remembers what was marked so you can review or correct it.
  </Step>

  <Step title="Save">
    Once saved, attendance is recorded against each student for that date and session.
  </Step>
</Steps>

## Attendance field guide

| Field                     | Purpose                             |
| ------------------------- | ----------------------------------- |
| **Student**               | The learner being marked            |
| **Batch / student group** | The class the attendance belongs to |
| **Date**                  | The session date                    |
| **Status**                | Present or absent                   |

## Keeping guardians informed

Each day the system sends guardians an **absence-only digest** for their children. It reports only absences, deliberately, to respect data-minimisation privacy rules: there is no behavioural profiling, just "your child was marked absent". Guardians are not spammed with present-day confirmations.

## Upstream and downstream dependencies

* **Upstream**: attendance needs a [batch](/education/tuition-centre/batches-and-enrolment) with enrolled students and a timetable to schedule the session.
* **Downstream**: attendance feeds compliance reporting, the absence digest to [guardians](/education/tuition-centre/parent-portal-and-consent), and (for online sessions) [instructor commission](/education/tuition-centre/instructor-hr-and-commission).

## Best practices

* **Prefer recurring schedules.** Entering a term of classes one week at a time is error-prone; set the recurrence once.
* **Mark attendance the same day.** Same-day marking keeps the guardian absence digest accurate and timely.
* **Correct mistakes promptly.** If you mark the wrong student, fix it before the daily digest goes out.