In case of absence, it is possible to send absence reports to the apprentices' masters of your learners at the frequency of your choice.
The absence report is a PDF document sent to the learner's master. This will display a variety of configurable information.
Please note that this document will be sent at the frequency you have chosen. This report will display the information for the period in question. It should be noted that this will only be sent if absences have been detected by the tool, or also if the learner is present based on your settings. 🤗
If this option has not been activated on your account, please let us know your desire to make it effective.
Configure the content and frequency of the report 📝
Once our teams have implemented this feature, you will be able to choose the frequency of report sending from your Settings > "Absence Report" section.
Report content
To meet different formats desired in your training context, you can configure different sections within the report:
Attendance summary: rate of presences, of sheets awaiting signature (the learner has received a signature email but hasn't signed yet), of unexcused absences and excused absences.
Details of hours of presence, unexcused absence, excused absence, sheets awaiting signature, latenesses, and early departures, including their duration.
Note: Certain sections remain mandatory for conveying essential information (absences and pending signatures)
Automatic report sending frequency 🕐
To ensure the regular monitoring of attendance with the apprentice's masters, you can configure the automatic sending frequency of the report. A simple way to save you from long manual actions. 🤗
Daily: Every evening at 7 PM.
Weekly: Every Friday at 7 PM.
Bi-monthly: On the 1st and 15th of the month at 7 PM.
Monthly: On the 1st of the month at 7 PM.
The email will be sent directly to the address of the master of apprenticeship that you previously entered in the learner's profile, in the Absence Report section.
Note:
The masters of apprenticeship are considered external contacts that you can add from the Externals tab or during the addition to the learner's profile.
Some ERPs connected to Edusign also allow this information to automatically populate, especially with Hyperplanning or Yparéo. Contact us to know more!
Activate automatic sending even when the learner is present
In certain cases, the absence report must be sent even if the learner has no absence during the period. To do this, activate the dedicated option and your reports will be sent automatically according to the configured period. 🤗
Note: Activating the parameter also requires the "Presence" section in the absence report.
Download an absence report manually
To manually download an absence report, go to the learner's profile for the report you need.
You can then scroll down to find the "Send absence report" button.
After selection, you will be in the absence report download menu.
Just choose the dates concerned for this report, and do not check "send a copy to an external contact" which would send the report to the tutor.
After clicking on the send button, the report will download automatically.
Manually send an absence report 📬
It is possible to manually send an absence report to the masters of apprenticeship.
Go to the learner's profile of your choice, then to the "Absence Report" section.
Click on "Send the absence report".
You can choose:
The period to report in the absence report.
Another external contact to send it to alongside the masters of apprenticeship.
To send it also to the learner if necessary.
You will retrieve the report in Zip format, and it will be sent to your external contact (the master of apprenticeship) and to the learner, if activated. 🤗
Send multiple absence reports manually 📚
Fetching each report one by one can be time-consuming. Now, you can fetch (and send) all absence reports with just a few clicks! ✨
From your Settings > "Absence Report" section,
Click on "Send all absence reports".
You can choose:
The period to report in the absence report.
An external contact to whom you wish to send it.
To send it to the learner as well if needed.
Note:
The action is available to users, admins, and owners.
For performance reasons, mass sending is limited to 1 per day.
To learn more, visit our help center.
💬 If you can't find what you need, contact us via chat. 💬