How do I set up automatic school attendance confirmation?

Starting in the 2025/26 school year, school attendance certificates can be generated automatically via the education portal. Schools can configure this feature to suit their own needs. Learn more about how a school configures the feature step by step in this help text.

Note: All employees can use this function. However, the configuration described in this help text can only be carried out by authorized persons. These include: principals, education portal administrators and persons with the delegated role "Forms". You can find out more about delegating roles at " How to assign roles to your school team ".

Configuring automatic school attendance confirmation

The “Forms” widget

The automatic school attendance confirmation is linked via the form directory of the education portal. This form is managed centrally by the Federal ministry of education and automatically displayed to all schools. You can find the form on the dashboard in the "Personal Area" widget area.

In the "Forms" widget, you will find at least the school attendance confirmation. This widget contains links to all forms relevant to you, regardless of whether they were uploaded by the central office, the education authorities, or your schools. To learn how to upload your own forms for your organization, please refer to the help text at " Forms in the education portal ".

Click on the link “School attendance confirmation.”

The detailed view of the form

When a form is called up, the form directory displays an overview page with the name and a text. In this case, the form consists of a web form. Please follow the "Open web form" link on this page.

The school attendance confirmation form

This step describes how to issue a specific school attendance confirmation. If you only want to configure the function, please click on the "Customize settings for this document" button and skip to the next chapter in this guide!

You will now see the form, which can be used immediately to create a school attendance confirmation. If you have a suitable role at several schools, you can select the desired school under "Select issuer". You also have the option of specifying in the "For submission to" text field whether the school attendance confirmation should be issued for submission to a specific authority (e.g., government agency).

As a school employee, you can generate a school attendance certificate for all students. Therefore, you will see a selection of all students. Legal guardians can choose from their own children, while students can only generate the school attendance certificate for themselves.

To submit the form, you must check the box confirming that the information is correct.

Note: If you select the "Preview" checkbox, a PDF will be generated without being signed. This allows you to test whether your settings produce the desired result.

Configuration of school attendance confirmation

There are basically two sections with settings. The "Area settings" control those settings that apply to all documents at the school (in case additional documents are provided in the future). Under "Specific settings", you can define the behavior of the school attendance confirmation function.

Under "Area settings", you can customize the letterhead for your school. Your school's address data comes directly from Schulen Online, so any changes, with the exception of the school name, must be made there.

Note: You can personalize the name of the school directly in the education portal. To do so, please go to "Basic Data" in the "Organization" widget on your dashboard. Authorized persons can customize the display name of the school there.

In the "Specific Settings" section, you can specify how the issuance of school attendance certificates should be regulated at your school. You have the following options to choose from:

• Automatically sign and store in the document archive
  With this selection, a school attendance confirmation is automatically signed and made available for download in your personal document archive. Of course, you can also view all documents created in your school's official signature service and review them later.
• Submit for electronic signature by the school
  With this selection, a school attendance confirmation is automatically signed and stored in the personal With this option, the school attendance confirmations are generated and submitted to the school's official signature service for approval. All persons at the school who are authorized to approve receive a push notification about open signatures (once, until the next login to the education portal). For each school attendance confirmation, you can decide whether to approve it or not. Once approved, the students receive the signed document in their personal document archive, as with the automatic option. Of course, you can also view all created documents in your school's official signature service and review them afterwards.
• Direct download without electronic signature
  In this case, only a form for a school attendance confirmation is created. This document can be printed out yourself and validated in the traditional way with a round seal and signature. Therefore, in this case, you can specify whether a specific name should be printed to the left or right of the round seal. This option therefore represents an "opt-out" from the automatic school attendance confirmation.

Download generated school attendance confirmations

Students can download their school attendance confirmation from the dashboard under the "Personal Archive" widget. Legal guardians can also view their children's "Personal Archive".

As a school, you can view all generated school attendance certificates (with electronic signature) in the "Officially signed documents & deliveries" widget under "All documents".