Why SIS Attendance Tracking Is the Best Tool for Universities in 2025

Tracking student attendance is often a complex challenge for universities. Traditional manual methods are time-consuming, prone to errors, and do not integrate well with other student information. That is why many institutions are adopting smarter digital solutions like Student Information Systems (SIS), where SIS attendance tracking improves how attendance is recorded, managed, and linked with other student data for a more streamlined academic workflow.

First, before we explore the advantages of SIS and other key details, let’s start with some quick facts. Global Growth Insights says:

• 74% of institutions using SIS have real-time digital attendance tracking
• Over 41 million students in the US are supported by these systems
• 82% of higher education institutions worldwide use SIS platforms
• 57 countries have national SIS frameworks established

Before we discuss SIS’s attendance tracking, let’s first understand what a Student Information System is. For context, we already have a blog explaining the benefits and details of SIS, you can check it out here. Simply put, imagine having all your student data, attendance, grades, class schedules, admissions, and messages in one easy-to-use place. That is exactly what a Student Information System does. It keeps everything organized and easy to access. Many universities already use SIS because it simplifies student management. However, some still worry it might be too costly or complicated. In this blog, we will explain how SIS is making attendance tracking smarter and why it’s becoming an essential tool for universities in 2025.

Problems with Manual Attendance Tracking in Higher Education

In fact, Many universities still rely on traditional manual methods to track student attendance. For example, some professors use paper sheets to mark who is present during lectures. Others might call out names or ask students to sign a physical attendance book. In large classes, this process can take a significant amount of time and often interrupts the flow of the lesson. Some institutions also depend on spreadsheets or separate software programs that require manual data entry after attendance is taken. Consequently, these methods make it challenging to maintain accurate and up-to-date attendance records.

Using manual attendance tracking comes with several drawbacks:

✖️ Wastes Valuable Class Time:

Professors calling out names or distributing paper attendance sheets in large lectures can take 10 to 15 minutes, reducing the time available for teaching and student interaction.

✖️ Disrupts Lesson Flow and Engagement:

Frequent interruptions to take attendance can break students’ concentration and hinder smooth lesson delivery.

✖️ Prone to Human Error:

Errors such as marking absent students as present (or vice versa) happen easily, especially when managing large groups or distracted faculty.

✖️ Risk of Fake Attendance:

Paper sign-ins or verbal confirmations can be manipulated by students signing in for friends, leading to inaccurate records.

✖️ Delayed Data Entry and Processing:

Attendance recorded on paper must be manually entered into digital systems later, causing delays in record updates and decision-making.

✖️ Fragmented and Disconnected Data Storage:

Attendance data is often stored separately from academic performance, schedules, or disciplinary records, preventing comprehensive student analysis.

✖️ Inconsistent Methods Across Departments:

Different faculties or professors may use varied tracking approaches, leading to uneven data quality and difficulty in standardizing reporting.

✖️ Lack of Real-Time Access:

Administrators and advisors cannot access up-to-date attendance info quickly, limiting their ability to support students who show early signs of disengagement.

✖️ Difficulty in Compliance and Reporting:

Manual systems complicate the generation of accurate reports needed for accreditation, funding, or government regulations, increasing the administrative workload.

✖️ Data Loss and Damage Risk:

Paper records can be lost, damaged, or misfiled, resulting in gaps in attendance history and potential disputes.

✖️ Reduced Ability to Identify Attendance Trends:

Without centralized and consistent data, spotting patterns like chronic absenteeism or sudden attendance drops is challenging.

✖️ Limited Support for Complex Attendance Rules:

Manual systems struggle to track excused vs. unexcused absences or accommodate special cases such as medical leaves or online participation.

Benefits of Using Modern Attendance Tracking Systems

Let’s dive into the advantages of modern attendance tracking systems. Many people know the basics and can easily guess the benefits, but how exactly do these systems work in detail, and why are they becoming essential now?

A modern student attendance management system can completely revolutionize how universities track attendance. In addition, by automating data collection and reporting, these systems not only reduce errors but also prevent fake sign-ins, giving you attendance records that are fast, accurate, and truly reliable. For example, imagine saving time, cutting down on paperwork, and having instant access to real attendance information anytime you need it.

Moreover, Data security is more important than ever. Universities must protect sensitive student information with the strongest security features available. Advancing data security in EdTech is directly linked to maintaining institutional trust and compliance, especially as digital infrastructure becomes more complex. Advancing data security in EdTech is no longer optional but essential.

For instance, consider a student who begins missing their chemistry class. Meanwhile, A simple attendance app might flag them as absent, but an SIS goes much deeper. It would correlate their attendance with a sudden drop in their grades in that specific subject. The system could then automatically alert an academic advisor, who could proactively reach out to the student to offer tutoring or counseling, potentially before the student falls too far behind. As a result, this is a level of predictive analysis and early intervention that standalone apps simply cannot provide. Furthermore, an SIS can handle complex attendance rules, such as distinguishing between excused and unexcused absences, and automatically generate compliance reports required for funding and accreditation. This automation saves countless hours of administrative work and ensures data integrity.

But the benefits don’t stop there. Modern attendance systems can analyze your data to uncover key trends and patterns. Consequently, this means universities can spot attendance problems early, intervene before students fall behind, and improve overall student success. 

What Other Platforms Can Universities Use for Attendance Tracking?

While a full Student Information System (SIS) offers unmatched power, universities can also use other flexible tools for attendance tracking:

• Google Forms – Allows quick and simple check-ins, with students signing in via a QR code or link. All data automatically compiles into a spreadsheet, making it easy to track attendance and analyze results, though it works best for smaller classes or simpler setups.

• Microsoft Forms – Similar to Google Forms, it supports QR codes and data export to Excel. It integrates seamlessly with Microsoft 365, making it convenient for institutions already using this ecosystem, while offering straightforward attendance tracking for online or in-person sessions.

• Kahoot! – Uses engaging quizzes or polls to track attendance during live sessions. Its interactive approach increases student engagement and participation, though it is more commonly used in school settings than in universities.

• Zoom – Automatically generates attendance reports with details like join and leave times for virtual classes. Specifically, It is ideal for hybrid or fully online sessions, providing a quick overview of who attended and for how long.

• Microsoft Teams – Offers built-in attendance tracking for online classes, including participant join and leave times, and allows easy report export. It works well for institutions using Teams for meetings and online learning.

• DreamClass – A mobile-friendly solution where teachers can mark attendance on smartphones or tablets, with instant cloud syncing. It supports customizable absence codes, automated attendance reports, and even parent access, making it versatile for a variety of educational settings.

• Attendance2 – A simple tap-and-go mobile app that lets teachers quickly mark attendance, with all data synced to the cloud. It is particularly convenient for on-the-go instructors and smaller class sizes, though it offers basic analytics rather than full institutional reporting.

These platforms provide flexible options for specific needs, making attendance tracking easier even outside of a full SIS.

If Other Attendance Tools Exist, Why Is SIS the Better Choice?

However, an SIS brings all information together into one system, a major advantage over using separate apps. It becomes the single, reliable source for all student details, including admissions, grades, finances, and records. This stops data from being scattered and saves time by avoiding repeated data entry. It also provides a full picture of a student’s time at the school. Plus, an SIS has strong security to protect private data and powerful reporting tools to help administrators analyze student performance, manage resources better, and make smarter choices for the whole institution.

Why Choose Astria Learning for Smarter Attendance Tracking

Astria Learning offers an all-in-one Student Information System (ACMS) that makes tracking student attendance simple, accurate, and fully integrated with your institution’s academic management. Our cloud-based SIS unites student records, class schedules, grades, and other institutional data in a single platform, eliminating the need for multiple disconnected tools.

Seamless Integration and Customization

• Fully integrated with Astria’s LMS and eLearning platforms for smooth data flow

• Customizable to match different institutional policies and attendance requirements

• Supports multilingual interfaces

• Works across desktop and mobile devices

• Scales easily for both small colleges and large universities

Flexible Attendance Tracking

• Manual entry via web portal

• Automated check-ins for online courses

• QR code scanning for on-campus classes

• Integration with biometric systems

• Real-time updates whenever teachers submit data or students check in

• Offline or batch uploads sync instantly once devices reconnect to the internet

Excused vs. Unexcused Absences

• Distinguishes between excused and unexcused absences

• Instructors can mark absence reasons such as medical, personal, or academic leave

• Policies can automatically classify certain absences as excused

• Absence codes are reflected in reports and analytics

Connecting Attendance to Student Success

• Linked to grades, class schedules, and performance records

• Attendance trends are included in student progress reports

• Alerts are sent automatically when attendance drops below thresholds or consecutive absences occur

• Notifications can go to students, instructors, advisors, or parents

Reporting and Analytics

• Attendance trend reports per course, department, or institution-wide

• Individual student attendance summaries

• Early-warning analytics for at-risk students

• Exportable reports in CSV, PDF, or Excel

Teacher-Friendly Tools

• Mark attendance via the web portal on a desktop or tablet

• QR code scan for in-person classes

• Bulk entry for large groups

Security and Data Protection

• Role-based access control ensures only authorized staff can view or edit data

• Data encryption in transit and at rest

• Audit logs track all changes and who made them

Additional Features

• Automated reminders for upcoming classes

• Integration with learning analytics to correlate attendance with performance

• Customizable attendance rules for online, hybrid, or in-person programs

Astria Learning’s SIS isn’t just about attendance. It’s a connected, secure, and user-friendly platform that helps institutions streamline operations, improve accuracy, and enhance the student experience.