The Staff Attendance application inside HisGrace Gestio RPS Web lets teachers clock in and out from their phones — verified by GPS against a geofence around your school — submit leave requests, and gives admins manual overrides, approval workflows, attendance reports, and per-teacher zone assignments. This guide covers admin setup, the teacher's mobile experience, and the advanced zone/policy controls.
This guide assumes your school and basic teacher records are already set up in Gestio RPS Web. If not, start with Complete Guide: Online School Results.
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Phase 1: Initial System Setup (Admin Panel)
Add a new teacher
Open the registration form
On the left navigation menu, click the + icon next to Registration to expand it, then select Teachers and click Add New Teacher.
Enter the teacher's details
Enter the teacher's name, scroll down to enter their email address, then click Add. The new teacher appears in the list below.
Create a user account & set permissions
Open Add New User
Click Settings in the sidebar, select User Accounts, then click Add New User.
Generate credentials
Enter the teacher's full name and the exact email address used during registration. Click Generate to create a secure password automatically. Scroll down to the Default Term dropdown and select the appropriate term.
Tick the attendance permissions
- Clock-in/Out — lets the teacher record their attendance.
- View Own Attendance — lets the teacher review their personal history.
- Request Own Leave — lets the teacher submit leave applications.
Save the user
Click Submit to create the user account and apply the permissions.
Phase 2: Geofence Configuration
This step requires location permissions on the device — the map uses GPS to detect where you are.
Open Geofence Setup
Scroll down the left menu, click Staff Attendance, then select Geofence Setup. The map loads, detects your current location, and drops a pin.
Adjust the radius
A geofence circle appears around the pin. Click the Radius field to set the coverage area (in metres) — this is how close staff must be to the school coordinates to successfully clock in.
Save the geofence
Click Save. A success prompt confirms your settings.
Phase 3: Teacher Mobile Experience
Clock in & out
The teacher logs into the mobile dashboard using their email and the generated password. Tap the hamburger menu (three lines), select Staff Attendance, then tap Clock In/Out. The system runs automatic location and device checks against the geofence. Tap Clock In on arrival and Clock Out when leaving — the screen displays the exact timestamp and updated status.
View personal attendance
From the menu, select My Attendance. The teacher can browse their full attendance history — every clock-in and clock-out over any specified date range.
Submit a leave request
Open Request Leave
From the menu, select Leave Requests and tap the + Request Leave button.
Fill in the request
Choose the leave type (e.g. Annual Leave) from the dropdown, use the calendar to set the start and end dates, and add a brief explanation in the Reason field.
Submit & wait for approval
Tap Submit. The request shows as Pending until an admin approves it.
Phase 4: Administrator Management & Overrides
Manual attendance entry
On the admin sidebar, go to Staff Attendance > Attendance Records and click Manual Entry. Select the teacher, set the exact clock-in and clock-out times, set the status to Present, then click Save.
Approve leave requests
Open the Leave Requests section in the admin sidebar, locate the pending request, click the green checkmark, and click Approve in the confirmation dialogue. The teacher is notified automatically.
View attendance reports
Open Attendance Reports for the monthly summary. Click View Daily Snapshot to see detailed daily records for each teacher — exact clock times and leave statuses for the chosen day.
Phase 5: Advanced Settings & Zone Assignments
General attendance settings
Open Staff Attendance > Attendance Settings and configure:
- Late Threshold — minutes of grace before a teacher is marked Late (e.g. 1 minute).
- Work Days — tick the days that count as the school's official working days.
- Attendance Mode — keep this set to Clock In and Clock Out.
- Enforce Geofence — toggle ON to require teachers to be strictly within designated areas when clocking in.
Click Save Settings.
Assign a teacher to a zone
Open Teacher Zone Assignment, pick a teacher from the dropdown (e.g. Jake), pick a zone (e.g. Main Campus — 100m radius), and click Assign.
Restrict teachers to their assigned zone
Back in Attendance Settings, toggle Restrict Teachers to Assigned Zones ON if you want teachers to clock in only from their specific assigned zone, instead of any general school geofence. Click Save Settings.
Use zone assignments when staff work across multiple sites or wings — each teacher is tied to where they're actually meant to be.
Phase 6: Admin Dashboard Review
Click Dashboard at the top of the side menu for a high-level overview of the entire system — live attendance statistics, active staff, and system summaries at a glance.