Errors occur when a student has absences in place beyond their last day in school. This occurs if the Admin User or the teacher has marked a "future absence" for a student in one of the following two scenarios: 

  • for e.g. James has absences marked for 24-28 September. However he subsequently left the school on 20 September and was made inactive through the Admin>General>Student Administration menu with 20 September as his last day in school 
  • or alternatively, the Admin User has not made James inactive from 20 September but rather marks him as being absent for the rest of the Term 

Both of these scenarios will cause errors when the Admin User tries to export absences to ebs central as the ERN data shows the student as longer being at the school as of 20 September; and therefore cannot reconcile the absences marked beyond the official last day.


Steps to resolve the errors:

  1. Generate a detailed absence report for the affected students so you can see what absences you need to delete
  2. Make the affected students active by putting them back in their roll class
  3. Delete the absences recorded after their last day, in either the Student Profile and/or in the class
  4. Make the affected student inactive
  5. Then download the absence file and export to ebs central


1. Generate a detailed absence report for the affected student/s (optional step)

You can skip to the next step if you want to simply sight the absences in the student's profile and delete them directly. However it's useful to have the spreadsheet to cross-reference the absences and ensure that you delete all of the invalid absences.

  1. Select the >Reports tab
  2. Select >Attendance on the left-hand menu and select Detailed Absence Report
  3. In the Students field, search for the affected students by simply typing in their name or names
    • Specify the with Start Date and End Date
    • Select the checkbox for -Show inactive and select -Generate 
    • Download the Excel spreadsheet and refer to it when you're ready to delete the invalid absences


2. Make the affected students active by putting them back in their roll class

  1. Select Admin> General > Student Administration
  2. Under Admin Student Administration, search for the affected student in their Name/Code field by typing in their name search field and hit Enter on your keyboard
  3. You will see the student's name listed with a red cross next to it in the Active? column to show that the student is no longer active.
  4. Select the -Edit icon in line with the student's name on the far right-hand side
  5. In the student's profile, scroll down to -Roll Class and select the class that the student was in before they left the school
  6. Tick the checkbox for -Is active and select -Save.  The student is now active.


3. Delete the absences recorded after their last day, in either the Student Profile and/or in the class

Once the student is active, you will be able to access their profile and delete the invalid absences. 

  1. Select the Dashboard tab; and in the search field located below the Dashboard tab on the left-hand side of the screen, type in the name of the affected student
  2. Select the student's name from the list of auto-matched options that drops down; and this takes you into the student's profile. 
  3. Select -Attendance>Summary from the left-hand menu 
  4. Sort the absences by ascending or descending order by clicking on the triangle grey icon located to the right of the -Date column heading
  5. Delete all invalid absences by selecting the delete icon in the -Actions column
  6. Once all invalid absences are deleted, then you can make the student inactive 



4. Make the affected students inactive

  1. Select Admin> General > Student Administration
  2. Under Admin Student Administration, search for the affected student in their Name/Code field by typing in their name search field and hit Enter on your keyboard
  3. You will see the student's name listed with a green tick next to it in the Active? column to show that the student is active.
  4. Select the green tick and it will change into a red cross - the student is now no longer active 


5. Then download the absence file and export to ebs central

Once all the affected students have had their invalid absences removed, you can then export the absences to to ebs central without getting any error messages

  1. Go to the >Admin tab and select >3PI>Export Absences (ebs) 
  2. Put in your start/end dates and select -Start Export
  3. Download File once the file is ready 
  4. Follow the instructions (downloadable from this screen, "instructions for ebs4") and export the absences to ebs central