Review an attendance gap before contacting a family
Open the dashboard item for students going quiet to reach the filtered Students list. A student can appear there because they stopped coming, took a planned break, or attended a class nobody marked. Check which explanation fits before you send a message.
Four gaps that need different responses
| Recorded facts | Check first | Staff decision |
|---|---|---|
| Alex is active. The last recorded visit was 16 days ago, with no known break. | Read the profile notes, confirm recent classes were marked, and check the guardian contact. | Send a personal check-in. Ask about the absence without guessing its cause. |
| Sam's family says they are traveling through September 28. | Check whether a hold is already recorded and confirm the return plan with the family. | Ask Admin or Front Desk to record the agreed hold dates if needed. An existing current hold removes Sam from the inactivity watch. |
| An instructor remembers Lee in Tuesday's class, but the session has no check-in for Lee. | Open that dated session and confirm Lee attended it. | Correct attendance before contacting the family about an absence. A missing record does not establish a missed class. |
| Robin was imported today as active, with a membership start six months ago and no attendance history. | Ask staff when Robin last attended and check the old attendance source. | Establish the attendance history first. Importing the roster did not bring past check-ins with it. |
What the 14-day watch actually measures
The dashboard watch includes active and trialing students who have reached 14 days without recorded attendance. It excludes paused students and students on a current hold. It looks for the most recent attendance entry that isn't Absent within the last 90 days. If there isn't one, it uses the membership start date, then the record's creation date if no start date exists.
To check the visits, open Schedule, navigate to the relevant dates, and select each class session to inspect its roster. Open the student in Students for contact details, hold dates, and Notes.
The watch does not count how many scheduled classes the student missed. For an imported student, an old membership date can trigger the watch immediately even if they trained yesterday. Review the actual check-ins and ask the instructor before treating the gap as a reason to contact the family.
See how attendance is saved and correctedTwo messages you can adapt
Once you've checked the records, send the message through your usual email, phone, or messaging channel.
When the attendance record is complete
Hi [guardian], we haven't recorded a visit for [student] since [date]. Has the class schedule changed for you? If you plan to return, which class should we expect you at?
When recent check-ins may be missing
Hi [guardian], I'm checking our attendance records for [student]. Do you remember their most recent class, and are they planning to come this week?
Save the answer in the student's Notes
Open the student's edit form and add the response without removing useful existing notes. Record what the family said and the agreed action. For example:
September 22: Jordan confirmed Alex has been away visiting family. Plans to return to Juniors on September 29. Front Desk to confirm the hold ends September 28.
Admin and Front Desk can manage hold dates. If the family is undecided, keep the agreed check-in date in Notes and your staff reminder system. A student note does not create a dated follow-up task or send a message.