AMES Attendance System

Demo Guide · POC v2.9 · May 2026

Agenda

#	Time	Role	What we show
1	0:00–3:00	Super Admin	Start a new term — upload the teacher's Excel file
2	3:00–7:00	Teacher	Mark today's attendance session
3	7:00–9:00	Coordinator	Review and follow up on unmarked sessions
4	9:00–10:30	ESO	Campus-level support view
5	10:30–12:00	Manager	Cross-hub dashboard and calendar
—	12:00–20:00	All	Questions and live exploration

How the System Works

Term lifecycle

flowchart LR
    subgraph TS ["Term Start"]
        SA["Super Admin\nUpload Excel"]
    end
    subgraph ED ["Every Day"]
        T["Teacher\nMark ATT / DNA / N/A"]
        CO["Coordinator\nReview & correct"]
        T -- "unmarked alert" --> CO
    end
    subgraph TE ["Term End"]
        M["Manager\nDashboard"]
        C["Compliance\nExport & Audit"]
    end
    SA --> T
    CO --> M
    M --> C

End-to-end attendance flow

flowchart TD
    A([Term Starts]) --> B["Super Admin\nuploads teacher Excel"]
    B --> C["Sessions & student\nroster loaded"]
    C --> D["Teacher\nmarks daily attendance"]
    D --> E{"All sessions\nmarked?"}
    E -- No --> F["Coordinator / ESO\nfollows up"]
    F --> D
    E -- Yes --> G["Manager\noversees hub"]
    G --> H["Compliance\ngenerates funding claim"]
    H --> I(["Submitted to\nFunding Body"])

Demo Accounts

All accounts use password: demo

Username	Role	Scope
super_admin	Super Admin	All hubs — system config + Excel upload
teacher1	Teacher	Melbourne — Centre Hub
teacher2	Teacher	Dandenong — South East Hub
coord_se	Coordinator	South East Hub
mgr	Manager	All 3 hubs
eso	ESO	Single campus

Scenarios

Super Admin New Term Setup ~3 min

Goal: Show how a new term's timetable goes from teacher's Excel to live sessions in the system.

Steps

Login as super_admin
Go to Admin → Upload Excel
Upload the term workbook (T3_new_term_demo.xlsx)
Review the preview: session count, student count, errors
Review carry-forward: returning students from last term — approve each
Commit → sessions appear on the calendar immediately

flowchart LR
    A["Upload Excel"] --> B["Preview\nsessions + students"]
    B --> C{"Returning\nstudents?"}
    C -- Yes --> D["Carry-forward\nreview"]
    C -- No --> E["Commit"]
    D --> E
    E --> F["Sessions live\non calendar"]

ⓘ Only Super Admin can upload · Same file cannot be uploaded twice · Returning students matched automatically by Student ID

Teacher Mark Today's Attendance ~4 min

Goal: Mark attendance for all students in a session, then submit the whole session at once.

Steps

Login as teacher1
Select a session from Today's sessions
For each student in the roster, mark one status:
- ATT — student attended
- DNA — did not attend (absence reason is required)
- N/A — not applicable (holiday, withdrawn, cancelled)
If a student arrived late or left early: enter actual duration or time range
Select the appropriate unit(s) for each student (pre-filled from configuration)
Submit the session once — all students saved together

flowchart TD
    A["Open today's session"] --> B["Student roster loads"]
    B --> C["Mark each student\nATT / DNA / N/A"]
    C --> D{"Any DNA?"}
    D -- Yes --> E["Select absence\nreason — required"]
    D -- No --> F{"Any late /\npartial?"}
    E --> F
    F -- Yes --> G["Enter actual\ntime or duration"]
    F -- No --> H["Confirm unit\nselection for each student"]
    G --> H
    H --> I["Submit session\nonce for all students"]
    I --> J(["Session marked ✓"])

Marking rules at a glance

Situation	Status	Extra fields
Student attended full session	ATT	Unit(s) — pre-filled from config
Student attended but late / left early	ATT	Unit(s) + actual time or duration
Student did not attend	DNA	Absence reason — required
Holiday / cancelled / withdrawn	N/A	None

ⓘ Default units are pre-selected from system configuration — teacher confirms or adjusts · DNA without a reason will block submission

Coordinator Review & Follow Up ~2 min

Goal: Ensure all sessions are marked; correct errors; handle locked sessions.

Steps

Login as coord_se
See notification banner — unmarked sessions in the hub
Click Mark now → mark on behalf of the teacher
Use the Calendar to spot any gaps across the week
Open a locked session → can still edit and add a note
Check Audit trail → all changes logged with name and timestamp

flowchart LR
    A["Notification:\nunmarked session"] --> B["Coordinator\nlogs in"]
    B --> C["Mark on behalf\nof teacher"]
    B --> D["Edit locked\nsession with note"]
    C --> E["Audit trail\nauto-recorded"]
    D --> E

ⓘ Coordinators can edit locked sessions (teachers cannot) · Every correction is audit-logged with username and timestamp

ESO Campus Support ~1.5 min

Goal: Show narrowed campus-only scope and what ESO cannot access.

Steps

Login as eso
Dashboard shows only the assigned campus — no other hubs visible
Open a student record → can view and edit attendance for that campus
Point to the nav bar — no Admin, no Audit, no Claim links visible

ⓘ ESO is campus-scoped only · No upload rights · Cannot see other campuses or hubs

Manager Dashboard & Calendar ~1.5 min

Goal: High-level attendance picture across all hubs.

Steps

Login as mgr
Dashboard → 3 hub cards showing students, sessions, claimed hours
Drill into a hub → campus breakdown
Calendar → full term view; filter by campus or teacher
Spot sessions needing attention at a glance

ⓘ Manager scope is configurable — can be single hub or all hubs · Same correction rights as Coordinator within assigned hubs

What Each Role Can See

Screen	Super Admin	Teacher	Coordinator	Manager	ESO
Today's sessions	—	Own	—	—	—
Dashboard	All hubs	—	Hub	All hubs	Campus
Calendar	All hubs	Own	Hub	All hubs	Campus
Students	All hubs	—	Hub	All hubs	Campus
Review queue	✓	—	Hub	All hubs	—
Funding claim	✓ download	—	view	view	—
Audit trail	✓	—	Hub	All hubs	—
Admin panel	✓	—	—	—	—

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