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Bulk Uploading Attendance Records

Summary

Use the attendance bulk upload to add student attendance records from a CSV file.

This is useful when your school already has attendance data in a spreadsheet and needs to import several records at once. Each row in the CSV identifies the student, the attendance status, and the date of the attendance record.

When to Use This

Use this feature when you need to import attendance records in batches.

This feature is best for:

  • Importing attendance prepared outside Grado.
  • Backfilling attendance records for previous dates.
  • Adding centralized attendance data managed by admin, registrar, or operations staff.

Do not use this feature when only a few records need to be updated manually. In that case, update the attendance sheet directly.

Before You Begin

Make sure that:

  • The students already exist in Grado.
  • Each CSV row uses the student's Grado student number.
  • The attendance date belongs to an academic year configured in Grado.
  • You have permission to access Bulk Uploads and upload attendance records.
  • Your CSV file follows the attendance template.

The attendance CSV requires these columns:

Column Required value
Student number The student's Grado student number
Attendance type present, absent, or tardy
Attendance date Date in YYYY-MM-DD format

Steps

1. In the Admin portal, open Setup.

2. Click Bulk Uploads.

3. Find the Attendances upload module.

4. Download the attendance CSV template.

5. Fill in the CSV file.

Use one row per student attendance entry. For example:

Student number Attendance type Attendance date
2026-0001 present 2026-06-15
2026-0002 absent 2026-06-15
2026-0003 tardy 2026-06-15

6. Save the file as CSV.Return to Bulk Uploads.

7. Upload the completed CSV file under Attendances.

8. Check the upload result or History page after the upload is processed.

Expected Result

Accepted attendance rows are added to the matching student's attendance record for the correct month and academic year.

If a student already has an attendance value for the same date, the uploaded row updates that date to the attendance type in the CSV. A date can only be counted under one attendance type for the same student record.

Notes and Limitations

  • Attendance type must be one of present, absent, or tardy.
  • The attendance date should use YYYY-MM-DD format.
  • The student number must match an existing student in Grado.
  • The attendance date must fall within an academic year configured for the school.
  • Upload processing may not be immediate. Check History if the result is not visible right away.
  • This feature does not replace the faculty attendance sheet. It adds an admin-side import option for attendance records.

Troubleshooting

If an upload row fails, check the upload result for the reason.

Common issues include:

Error What to check
Student not found Confirm that the student number exists in Grado and matches the CSV exactly.
Invalid attendance_type Use only present, absent, or tardy.
Invalid date Use YYYY-MM-DD format.
Academic year not found for date Confirm that the attendance date falls within a configured academic year.
  • Attendance sheet
  • Bulk Uploads
  • Bulk Upload History
  • DepEd Form 2 attendance reporting
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