Articles on: Portal for Guardians & Carers & Xap Smile App

Web Portal for Guardians & Carers - Marking Absences

Portal for Guardians & Carers - Marking Absences

Overview

If your child has a permanent or casual booking, you have the ability to mark that session as Absent via the Portal for Guardians and Carers.

Note: Only Absences can be marked via the Portal or Smile App. Sign in/out times must be managed via the Services Kiosk deviceNote: Depending on the Services settings, charges may still be incurred for Absent Days. Please contact your Service for further information.

You can mark your child absent in 2 places via the Guardian Web Portal:

via the Dashboard
via the Families screen and Bookings Tab

1. Marking Absences via the Dashboard

Once you have logged into the Guardian web portal:

From the Dashboard screen using the calendar, select the date your child will be absent for.
Select mark absent

2. Marking Individual Absences via the Families screen

Select the Families Screen from the left-hand menu
Select the Bookings Tab
Select the 3 Dot menu for the required day
Select Mark Absent from the drop-down menu

Select the Absence Reason from the drop-down menu
Tick if you would like to upload supporting documents
Upload documents if required

Note: If your child attends a CCS service noting the reason for the absence and supplying supporting documents, will assist you with still claiming CCS entitlements if your child has used the standard 42 absences for the current Financial year. To find out more about CCS absences see: Child Care Subsidy if your child is absent.

Select Confirm

Marking Bulk Absences

Once the required booking dates have been filtered:

Select the boxes to the left-hand side of each of the required dates
Select Bulk Action
Select the option of Mark Absent

Within the Mark Absent Screen:

Select the Absence Reason from the drop-down menu
Tick if you would like to upload supporting documents
Upload documents if required
Select Confirm

The Service will be notified of the recorded Absences. The Screen will be updated to show the absent days.

To assist you further with this process you can view the video here: Marking Absences

Updated on: 22/05/2025

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