Mark staff daily or enter a whole month in one grid, or let QR, biometric, face or geo-fenced app punches mark them automatically; correct any past day with the change logged until the month is locked. Late arrivals are recorded against each employee's shift timings and feed payroll.
What are the ways to mark staff attendance?
EDUBase gives the school office several ways to record teacher and staff attendance. They all write to the same attendance records, so reports and salary calculation work the same way whichever method a campus uses.
Many schools combine methods, for example a QR or face scan at the gate for most staff, with the office register as a fallback when a device is unavailable.
- Daily register: the office marks each employee for the day, with per-day corrections later if needed.
- Monthly attendance: enter a whole month in one grid, useful for schools that do not mark staff daily.
- QR cards: print employee QR cards and scan them with the free QR Attendance App to mark in and out in real time.
- Biometric devices: connect standard fingerprint or face terminals so their punches mark attendance in EDUBase.
- Face attendance tablets: an Android tablet at the gate recognises enrolled staff on the device and checks for a live face.
- Geo-location from the Teacher App: pin each campus on a map with a radius; staff can only mark from the app inside it.
How do I correct a day that was marked wrongly?
Open the staff attendance for the day in question, update the employee's mark and save. Corrections are made day by day, and each change is logged so the school can see what was altered.
The User Logging page shows who created, changed or deleted a record in plain sentences, with a severity badge and a link that opens the record with the changed fields highlighted. This is the place to check when a teacher disputes a mark.
Make corrections before the month is locked. Once a month's attendance is locked, it is frozen so nothing changes after salaries have been processed.
How are late arrivals and early departures worked out?
Each employee's weekly timings and shift are set on their record in Staff Management, either individually or from a shift template. Attendance and payroll both use these timings, so a late check-in is judged against the employee's own shift rather than a single school-wide time.
Out-time rules can automatically record Short Leave when an employee clocks out earlier than the allowed time, and these rules apply the same way whether the punch came from a QR scan, a biometric terminal or a face tablet.
- Late arrival, short leave and absence feed the salary calculation automatically.
- Attendance alerts can tell you when an employee has not been marked by the expected time.
- Leave applied from the Teacher App and approved by a manager is part of the same picture.
Where can I see late arrivals and staff attendance reports?
The staff attendance reports include combined, individual, monthly and general attendance reports. Use the individual report to review one teacher's record over a period, and the monthly or combined views to see patterns across the staff.
Reports can be printed or exported to Excel or CSV. The owner or principal also sees staff attendance on the web dashboard and in the Owners App, per campus or combined, and teachers can see their own attendance in the Teachers App.
How does staff attendance connect to payroll?
When the month's salaries are calculated, EDUBase uses attendance, leave and late arrivals to make the adjustments set in each employee's salary plan. This removes the step of counting lates and absences by hand before payroll.
A sensible monthly routine is to review the attendance reports, make any corrections, run the salary calculation, and then lock the month so the figures behind the payslips cannot change afterwards.
Who should be allowed to mark or correct staff attendance?
Privileges in EDUBase are set per user, per screen and per action, including view-only versus edit. A school can let a receptionist view staff attendance, allow an HR officer to mark and correct it, and keep locking for the person who runs payroll.
Users can also be restricted to their own campuses, so a campus administrator only sees and edits staff attendance for the campus they manage.
Ways to record staff attendance in EDUBase
| Method | How staff are marked | Points to consider |
|---|---|---|
| Daily register | Office marks each employee for the day on the portal | Simple and needs no device; relies on staff to mark on time |
| Monthly attendance grid | A whole month entered in one grid | Suits schools that do not mark staff daily |
| QR Attendance App | Employee QR cards scanned at the gate or office | Needs printed QR cards and an Android phone running the free app |
| Biometric terminal | Fingerprint or face punches from a standard terminal | Device must be connected and registered for attendance |
| Face attendance tablet | Android tablet recognises the face and checks liveness | Recognition runs on the tablet, so a slow connection does not hold up the queue |
| Teacher App geo-location | Staff mark from their phone inside the campus map radius | Useful where no gate device is installed; depends on the campus pin and radius being set |
Related modules
- Employee Attendance — Daily or monthly staff attendance from the register, the app, QR or a device, locked once payroll runs.
- Staff Management (HRM) — Employee records, shifts, documents, letters, leave and the Teacher App login, in one place.
- Payroll & Salaries — Salary plans, allowances, deductions, approvals, payslips and salary sheets, posted to the ledger.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- Face Attendance Gates — A tablet at the gate recognises the face and marks the child or staff member in.
- Users, Privileges & Activity Log — Give each staff member exactly the screens and actions they need, and see who changed what.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.