Using reports to take action

Reports turn the records already created by teachers, parents and management into a list of things worth following up. Start with a question, narrow the filters, then export only when someone needs to work with the result outside Makatib.App.

What each report answers

Set the reporting scope

Choose the academic term or date range first, then add the filters relevant to that report, such as class, year group, teacher, student or status. A narrow result is easier to act on and less likely to expose unrelated personal information when exported.

Term dates define many summaries, so check Classes, terms & madrassa settings if a period looks wrong. A blank result can also mean there are no matching records, not that the report failed.

Attendance sessions retain the class they were taken for, so a later move does not rewrite an old register. Missed-register reporting uses the madrassa or class working week that was effective on each date, then removes any dated teaching exceptions. A timetable change made today therefore does not create or remove missed registers in an earlier period. Progress class and year attribution follows the dated membership effective when the progress was logged. Review Managing classes & rollover if a student changed class during the reporting period.

Move from a row to the underlying record

Quran expectations require both a matching student track and a track explicitly taught by that class in Education → Curriculum, with a configured teaching schedule. A student’s Nazra level alone does not create Nazra expectations for a subjects-only class. Students with No Quran track / subjects only still follow their class’s additional-subject schedules. Unconfirmed class Quran teaching creates no automatic Quran warnings.

Progress overdue warnings count scheduled lessons for each subject or Quran track, using the recording frequency configured in Education. Non-teaching days, closures, subject cancellations and recorded absent or excused attendance are excluded. A missing register does not remove an expectation. Today’s lessons are checked after the day ends in the madrassa’s timezone. Any rated assessment in the relevant subject resets the count, including catch-up work; position-only moves do not. Hifz streams share one track-level expectation. Both Progress and Curriculum use this rule, and Progress offers a dedicated expectations CSV with the status and lesson counts. Schedule-not-configured is a setup status, not an overdue warning.

Where a student is listed, open the student record to review the context before acting. For example, a low attendance rate may include excused sessions, and an overdue task may sit alongside more recent completed work.

Use the operational follow-ups

• Remind the assigned teacher about a register that was expected but not submitted.
• Review persistent absences before contacting the linked guardian privately.
• Find parents without portal access and correct or resend their invitation.
• Use progress and task gaps to plan a teaching follow-up rather than infer an outcome.
• Work through due and overdue invoices from the fees report and ledger.

Export carefully

CSV export uses the active report and filters. Treat the downloaded file as student or family data: share it only with an authorised person, store it securely and remove working copies when they are no longer needed. For fee-specific reconciliation, continue to the fees guide.

Formal examination reports follow a review workflow

Examination reports are not a CSV view of live marks. Teachers sign off their assigned subjects, management reviews an unpublished proof, and only then publishes an immutable report version to the adult learner or currently authorised guardians. Corrections create a new revision so the publication history remains clear. See the examinations guide for the full setup, marking and publication workflow.