---
title: Instructor Emailing (Attendance Reminders)
slug: instructor-emailing-attendance-reminders
docTags: 
createdAt: 2024-02-21T16:39:26.926Z
---

## Introduction

Instructor emails allow you to setup automated reminders for when attendance has not been collected in a timely manner. Automated attendance digests (reports) can also be sent out.

## Important Notes:

When using this feature for the first time, please ask your account rep to ensure instructor emailing is enabled in the settings.

## To Access Instructor Emailing

In the admin portal, navigate to** Admin -> Attendance Notifications**

Your existing rules/alerts and the option to create a new one, are on the right hand side.



![](https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/45Hf5LeGAFy0n71_WjC6f_image.png)

## Configuration Screen



![](https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/6lbI1lCL9Q5o7uymHGFs__image.png)

## Configuration

**Title:** A useful name for future reference. This will show as the name of this alert on the main alerts page. It is not the email reminder subject.

**Description:**  A useful description of that the alert is doing. It is not the body of the alert email.

**Run Schedule:** Setup the schedule for how often this rule should run.

This can be setup to run at many different intervals. From multiple times a day (useful for immediate alerts), to daily/weekly/monthly.



![](https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/z_vAnJB5dGomWe0sne2b4_image.png)

Example - Multiple times a day (every 60 minutes for 10 hours)

::Image[]{src="https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/DbE5MfzPJNV_hWQUWSnzD_image.png" size="42" width="607" height="490" position="center" showCaption="false"}

Example - Weekly every Friday.



::Image[]{src="https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/MVKZGX9iM7qItdawPT8WP_image.png" size="42" width="611" height="557" position="center" showCaption="false"}

**Enabled: **Enable or disable the rule (this can also be achieved by using the "run until" option in the scheduling)

**Test Mode: ** Enabling this setting will force all alerts to go to the "Copy emails to" address only. It is recommended to use this when first setting up a rule to ensure it runs as anticipated.

**Copy Emails to (optional):** If you would like a copy of each alert email to be sent to an address, please enter it here. This may result in a lot of emails.

**Email Subject:** The subject of the email alert message.

**Email Introduction:** The introduction that will be placed at the top of the email body. The rest of the email will be automatically generated. See the Format field.

**Format:**

- **Incomplete Sessions:** This option should be used for generating emails for sessions where attendance is incomplete. A list of the sessions for incomplete attendance, that fall within the data range parameters below, will automatically appear here.

- **Status Tally by Course Students: **This option will generate a digest of students attendance by course.

- **Status Tally by Course Session Students:** This option will generate a digest of students attendance by session for the course.

**Attendance to Query:**

**Attendance From Date:** The beginning point for which the items in this alert should be included.

**Attendance To Date:** The end point for which the items in this alert should be included.

***Example Emails Format***

**Incomplete sessions**

*Attendance Reminder
*
*Please complete your attendance from this week. If you have questions or don't know why you are receiving email, please email attendance\@customer.edu.
*
*
*
*1 Nov 23 - 7 Nov 23
*
*
*
[23/WI MECH-105 23/WI Introductory Mechanical (MECH-105)](https://aplusattendance.com)*
*
*
*
*     23/WI Introductory Mechanical (MECH-105) Timetable 16 Nov
*
*
*
[23/WI FPR-453 23/WI Forestry 543 (FPR-453](https://aplusattendance.com)*)
*
*
*
*     23/WI Introductory Mechanical (FPR-453) Timetable 16 Nov
*
*
*
*(This copy has been sent to this address as configured for Attendance Notification Schedule ID # 1)*

**Status Tally**



![](https://api.archbee.com/api/optimize/EKIwCN-iYgDzwOgj04E1V/SnGRGhaYVvAFSsV46xwXR_image.png)