Detailed Attendance
Detailed Attendance lets educators mark attendance student by student while logging a session, and gives colleges a full attendance report built from those markings.
When Detailed Attendance is not enabled for a college, educators only record a headcount (for example, "42 present out of 50"). With it enabled, ByteXL knows exactly which students attended, which is what makes the per-student report, the day-wise view and the CSV downloads possible.
Detailed Attendance is enabled per college. If you do not see the Attendance tab in College Reports, or your session form still asks only for a present count, contact the ByteXL team to have it enabled for your college.
1. Marking Attendance in a Session
Attendance is captured when an educator logs a session.
- Go to Educator Sessions and log a session as usual (organization, batch, course, date and time).
- In the attendance section, you will see the list of students from the selected batches, each with their name and roll number.
- Tick a student to mark them Present. Anyone left unticked is recorded as Absent.
Helpers available while marking:
- Mark All Present — ticks every student in the list, so you only need to untick the ones who are missing.
- Clear All — unticks everyone and starts over.
- Search students — filter the list by name, roll number or email. Useful for large batches.
- A live counter shows present / total and turns red while nobody is marked present.
If you change the selected batches after marking, the attendance list resets, so pick your batches first.
Only sessions where attendance was marked student-by-student appear in the per-student parts of the report. Sessions logged as a plain headcount still count towards session totals, but they cannot be broken down by student.
2. Opening the Attendance Report
Go to College Reports and open the Attendance tab.
The report always reflects the college currently selected at the top of the College Reports page, along with the filters described below.
3. Filters
The filters at the top of the College Reports page apply to the Attendance tab:
- Date Range — restricts the report to sessions in that period.
- Branches — one or more branches.
- Batches — one or more batches.
Choose your filters and click Apply Filters.
Inside the Attendance tab there is one extra filter:
- Courses — narrows the report to sessions of the selected courses. The list is built from the courses that actually have sessions in the current selection, so it changes as you change the filters above.
The Attendance Trend chart is the one exception — it always shows the last 6 weeks and ignores the selected date range and branches, so that the trend line stays comparable.
4. Attendance Summary and Key Metrics
At the top of the tab, Attendance Summary answers "how many students showed up at all?" Only students who had at least one scheduled session are counted.
| Card | Meaning |
|---|---|
| Present (≥1 Session) | Students who attended at least one session |
| Present (All Sessions) | Students who attended every session scheduled for them |
| Absent (No Sessions) | Students who attended none of their sessions |
Below it are four metric tiles:
- Overall Attendance — average attendance percentage across the current selection.
- Total Sessions — number of sessions in the current selection.
- Active Students — students who attended at least one session. Click it for the engagement breakdown.
- Low Attendance — students who need attention. Click it for the list.
Active Students Overview
Opened from the Active Students tile. It splits students into Regular (above 80%) and Irregular (below 80%), then breaks the group down into 90–100%, 80–89%, 70–79% and below 70%.
Students with Low Attendance
Opened from the Low Attendance tile. It lists every student below 75% attendance, showing their name with their roll number, their sessions attended, and their percentage.
- Critical — below 60%
- Warning — 60% to 75%
The first 10 students are shown; use Show All to expand the list.
5. Attendance Overview Tab
Hierarchical View
A collapsible breakdown from college down to course: College → Branch → Batch → Course. Each row shows Total Sessions, Avg Attendance, Lowest % and Highest %, so you can find the branch or batch pulling the average down. Click a row to expand or collapse it.
Attendance Trend
Weekly attendance performance over the last 6 weeks.
Attendance Distribution
How many students fall into each attendance band: 90–100%, 80–89%, 70–79%, 60–69% and Below 60%.
Student-wise Attendance
One row per student, showing Student Name, Roll No, Sessions Attended (attended out of total) and Attendance %. The percentage bar is colour coded:
- Green — above 80%
- Amber — 60% to 80%
- Red — below 60%
You can search by student name or roll number, sort by any column, and download the table as CSV.
Cross-Day View
Turn on Show Cross-Day View to see the same students with one column per day. Each cell shows sessions attended out of sessions held that day:
- Green — attended everything that day
- Amber — attended some sessions that day
- Red — attended nothing that day
- Grey (N/A) — no session scheduled for that student that day
This view scrolls sideways when the date range is long. It has its own CSV download containing the student name, roll number and every date column.
6. Session-wise Tab
All Sessions lists every session in the current selection with its Course, Date, Time and Batch.
- Search by course or batch, and sort by any column.
- Click the eye icon on a row to open the full session details, including who was marked present and absent.
- The Download button on the table exports the session list itself (no student rows).
Attendance Downloads
Download Detailed Attendance (CSV) sits above the table. It opens a preview of the file first, so you can check the contents before clicking Download CSV.
The file has one row per student per session — every student who was marked, whether Present or Absent — with these columns:
Date, Student Name, Roll No, Email, Branch, Batch, Course, Educator Name, Session Start Time, Session End Time, Attendance Status
Because absentees are included, you can use it both as a record of who turned up and to follow up with students who did not, or to reconcile against a college register. Filter on the Attendance Status column in Excel to get just one group.
7. How the Numbers Are Calculated
- A student's attendance percentage is the sessions they were marked present for, divided by the sessions they were marked for at all (present + absent), within the current filters.
- Total Sessions counts sessions that have attendance recorded.
- Students who were never marked in any session in the selected period do not appear in the student-wise tables.
- All figures move with the filters, so the same student can show a different percentage under a different date range or course selection.
8. Troubleshooting
The Attendance tab is not visible. Detailed Attendance is not enabled for that college. Contact the ByteXL team.
A session is missing from the report. Check that the session's date falls inside the selected date range, and that its batch and course are included in the filters. Sessions with no attendance recorded will not appear.
A student is missing from the student-wise table. They were not marked present or absent in any session in the selected period — usually because their batch was not selected when attendance was taken, or the session was logged as a plain headcount.
Roll No shows as "N/A" or is blank. The roll number is missing from that student's profile. Once it is added, it appears in the report and in every download.