Tardy Tracking & Reports
Overview
Tardiness is one of the most common attendance challenges schools face, and tracking it manually with paper logs or
spreadsheets is error-prone and time-consuming. KyberAccess automates tardy tracking by comparing each student's
check-in timestamp against your configured school start time, automatically flagging late arrivals and generating
detailed reports for administrators, teachers, and parents.
This guide covers how to configure tardy thresholds, view tardy data in real time, generate reports, set up automatic
notifications, and use the data to improve student punctuality.
How Tardy Detection Works
KyberAccess determines tardy status automatically based on two values you configure:
- School Start Time — the official time the school day begins (e.g., 8:00 AM)
- Tardy Threshold — the grace period after start time before a check-in is flagged as tardy (e.g., 5 minutes)
When a student checks in after the start time plus the threshold, the system flags that check-in as Tardy. For example,
if school starts at 8:00 AM with a 5-minute threshold, any check-in at 8:06 AM or later is marked tardy.
Check-ins before the start time are marked On Time. Students who never check in by the absent threshold are marked
Absent.
Configuring Tardy Rules
To set up or modify your tardy tracking rules:
1. Log in to app.kyberaccess.com
2. Navigate to Settings > Student Attendance
3. Set the School Start Time for your location
4. Set the Tardy Threshold (recommended: 5 to 10 minutes)
5. Set the Absent Threshold — the time after which students without a check-in are marked absent (e.g., 30 minutes
after start)
6. Click Save
Tip: If your school has different start times for different grades (e.g., elementary vs. middle school wings), configure
separate locations for each schedule with their own start times and thresholds.
Configuring Multiple Periods
Some schools track tardiness by class period rather than just morning arrival:
1. Go to Settings > Student Attendance > Period Schedule
2. Click Add Period
3. Enter the period name, start time, and tardy threshold for each period
4. Save your period schedule
Students are then tracked for tardiness at each period transition, not just the start of the school day.
Viewing Tardy Data in Real Time
Today's Dashboard
The Students > Attendance page provides a real-time view of today's arrivals:
- On Time counter — students who checked in before the threshold, displayed in green
- Tardy counter — students flagged as late, displayed in yellow
- Absent counter — students with no check-in past the absent threshold, displayed in red
Click on any counter to drill down into the individual student list for that category.
Student Tardy History
To view an individual student's tardy record:
1. Go to Students and search for the student by name or ID
2. Click on the student's profile
3. Select the Attendance tab
4. View their complete check-in history with timestamps and status flags
5. Use the date range filter to narrow results to a specific grading period
Each entry shows the date, exact check-in time, status (On Time, Tardy, Absent, or Excused), how many minutes late they
were, and which check-in method was used (QR code, manual, or ID scan).
Generating Tardy Reports
KyberAccess offers several built-in report types for tardy analysis. All reports can be filtered, exported, and
scheduled for automatic delivery.
Accessing Reports
1. Navigate to Analytics > Reports from the left sidebar
2. Select a report type from the Student Attendance category
Available Report Types
Daily Tardy Report — Shows all students marked tardy for a selected date, including check-in time, minutes late, and
method. Ideal for daily review by office administrators.
Weekly Tardy Summary — Aggregates tardy counts by student for the selected week. Highlights students with three or more
tardies and includes trend arrows showing improvement or decline compared to the prior week.
Monthly Attendance Report — Full monthly view combining on-time, tardy, and absent data. Calculates each student's
attendance percentage. Perfect for report cards and parent conferences.
Chronic Tardy Report — Identifies students who exceed a configurable threshold of tardies within a given period (e.g., 5
or more tardies in 30 days). Automatically flags students meeting the criteria and can trigger parent notifications.
Grade/Class Summary — Aggregates tardy data by grade level or homeroom class. Helps identify systemic issues, such as
one grade being consistently late due to bus routes or scheduling conflicts.
Exporting Reports
Every report supports multiple export formats:
1. Open the desired report and configure your filters
2. Click the Export button in the top-right corner
3. Select your format: PDF for printing and sharing, CSV for spreadsheet analysis, or Email to send directly to
recipients
4. Click Download or Send
Scheduling Automatic Reports
To receive reports automatically without logging in:
1. Open the report you want to schedule
2. Click the Schedule icon (clock icon near the Export button)
3. Set the frequency: Daily, Weekly, or Monthly
4. Enter the recipient email addresses (administrators, principals, counselors)
5. Choose the delivery time (e.g., 7:00 AM Monday for weekly reports)
6. Click Save Schedule
Scheduled reports are delivered as PDF attachments to the specified email addresses at the configured time.
Setting Up Tardy Notifications
Proactive notifications help address tardiness issues quickly, before they become chronic.
Parent/Guardian Notifications
1. Go to Settings > Student Attendance > Notifications
2. Enable Tardy Notification to Parents
3. Customize the message template using variables like {student_name}, {check_in_time}, and {minutes_late}
4. Choose the notification method: Email, SMS, or Both
5. Save the configuration
Parents receive a notification each time their child is marked tardy, giving them real-time visibility into attendance.
Staff Alerts
1. Under the same notification settings, enable Staff Tardy Alerts
2. Select which staff members receive alerts — administrators, homeroom teachers, or counselors
3. Choose between Immediate alerts (sent per-incident) or a Daily Summary digest
4. Save
Escalation Rules
For chronic tardiness, set up automatic escalation:
1. Go to Settings > Student Attendance > Escalation Rules
2. Click Add Rule
3. Define the trigger condition, for example: "5 tardies within 20 school days"
4. Set the action: send an escalation email to the principal, generate a parent conference request, or add a warning
flag to the student's profile
5. Save the rule
Multiple escalation rules can be stacked for progressively serious responses (e.g., first warning at 3 tardies, parent
conference at 5, administrative review at 8).
Analyzing Trends
The Analytics dashboard includes visual tools for spotting patterns in your tardy data:
- Tardy Heatmap — shows which days and times have the highest tardy rates across your school
- Trend Line Chart — tracks tardy counts over weeks or months to spot improvement or decline
- Comparison View — compare tardy rates across grades, classes, or locations side by side
- Before/After Analysis — measure the impact of interventions such as schedule changes or new policies
Tips for Reducing Tardiness
Based on data from schools using KyberAccess:
- Share data with parents — schools that enable parent notifications typically see a 20-30% reduction in tardiness
within the first month
- Review weekly reports in staff meetings to keep tardiness on the agenda
- Use the chronic tardy report to focus interventions on the students who need them most rather than applying blanket
policies
- Track by period if tardiness is concentrated at specific times of day — it may indicate a scheduling problem rather
than a student behavior issue
- Celebrate improvement — use the trend data to recognize students and classes that improve their punctuality over
time
Frequently Asked Questions
Can I excuse a tardy after the fact? Yes. Go to Students > Attendance Log, find the entry, click the status badge, and
change it to Excused Tardy. You can add a note explaining the reason (e.g., doctor appointment, family emergency).
Does the tardy count reset each semester? By default, tardy counts are continuous within the school year. You can reset
counts manually under Settings > Student Attendance > Reset Counts, or configure automatic resets at semester or quarter
boundaries.
Can different grades have different tardy thresholds? Yes. Configure each grade level as a separate location with its
own start time and threshold, or use the period schedule feature with grade-specific rules.
Who can access tardy reports? Report access is controlled by user roles. Administrators and location managers have full
access. Teachers can be granted access to their own class reports under Settings > Roles & Permissions.