🔬 Student absence alerts via email & WhatsApp with attendance tracking
⚡ 982 views · 🔬 Document Extraction & Analysis
Description
📘 Student Absence Alerts & Attendance Tracking Automation
Automatically alerts parents about student absences and tracks 30-day attendance patterns to identify risks and trends.
🔧 Main Components
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Daily Attendance Check – 10:30 AM Triggers the workflow every day at 10:30 AM.
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Read Today’s Attendance Retrieves current-day attendance records from the source Excel or database.
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Read Student Contacts Reads contact details (email, phone) of students for alert delivery.
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Process Absent Students Identifies students who are absent and unexcused for the day.
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Prepare Absence Email Generates customized email content for absent students.
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Send Absence Email Sends an absence alert email to the student’s parent/guardian.
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Prepare Absence SMS Formats WhatsApp-friendly message for alerts.
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Send Absence WhatsApp Sends the WhatsApp message using API (e.g., Facebook Graph).
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Generate Attendance Report Prepares a daily attendance summary with absence level classifications.
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Save Attendance Report Appends the generated report to a historical attendance sheet.
⚠️ Alert Logic
Based on the past 30-day absence pattern, the system classifies students into:
| Level | Absences in 30 Days | Status |
|---|---|---|
| 🔴 High | 5+ | Critical Alert |
| 🟡 Medium | 3–4 | Warning |
| 🟢 Low | 1–2 | Low Risk |
📊 Tracking Features
- 🔢 Attendance Rate Calculation – Tracks each student’s attendance percentage
- 🔍 Pattern Analysis – Detects recurring absenteeism trends
- 🚨 Risk Identification – Flags high-risk students for early intervention
- 📈 Historical Reporting – Maintains daily logs for future reference
✅ Essential Prerequisites
- Excel sheet or database with daily attendance logs
- Excel sheet or database with student contact details
- SMTP credentials for sending emails
- WhatsApp API integration (e.g., Facebook Graph or Twilio)
- Storage access for saving attendance reports
📁 Required Excel File Structures
Attendance Sheet (daily_attendance.xlsx)
| Student ID | Date | Status |
|---|---|---|
| ST101 | 2025-08-06 | Absent |
Contacts Sheet (student_contacts.xlsx)
| Student ID | Name | Phone | |
|---|---|---|---|
| ST101 | Aryan Shah | aryan@example.com | +919123456789 |
🧾 Expected Input Format Example
{
"studentId": "ST101",
"name": "Aryan Shah",
"email": "aryan@example.com",
"phone": "+919123456789",
"status": "Absent",
"date": "2025-08-06"
}🚀 Key Features
- ⏰ Scheduled Daily Execution – Automated tracking at 10:30 AM
- ✉️ Multi-Channel Notifications – Email + WhatsApp alerts to parents
- 📊 Absence Pattern Monitoring – 30-day trend analysis
- 🧠 Risk-Based Alerts – Smart classification into alert levels
- 🗂️ Daily Reports – Easy to audit attendance summary logs
⚙️ Quick Setup Guide
- Import Workflow JSON into n8n.
- Configure schedule trigger at 10:30 AM.
- Set Excel file paths in “Read Today’s Attendance” and “Read Student Contacts”.
- Customize absence thresholds in the “Process Absent Students” node.
- Add SMTP details for the “Send Absence Email” node.
- Integrate WhatsApp API in the “Send Absence WhatsApp” node.
- Test with mock data and review reports.
- Activate the workflow.
🔧 Parameters to Configure
| Parameter | Description |
|---|---|
attendance_file_path | Path to today’s attendance records |
contacts_file_path | Path to student contacts sheet |
smtp_user | Email username for SMTP server |
smtp_password | Password for SMTP server |
whatsapp_api_url | Endpoint for sending WhatsApp messages |
alert_thresholds | Absence count thresholds for alerts |
🔗 Nodes Used
Send Email, HTTP Request, Microsoft Excel 365, Schedule Trigger
📥 Import
Download workflow.json and import into n8n:
Workflow menu → Import from File