Attendance policy: absences, lateness, and how to handle them
Every absence or late arrival leaves a classroom short-staffed and puts pressure on school teams. Showing up reliably helps schools run smoothly and builds trust, that is why we track attendance and take it seriously.
The basics
Mark it in the app — the only way to formally notify Zen Educate of an absence or lateness is through the app. Calls, emails, and texts do not count as formal notice.
Give as much notice as possible — 24 hours or more gives us time to find qualified cover.
Be on time — children must be supervised and safe at all times.
The 5pm availability deadline
If you have been marked absent for a day, you will need to confirm whether you are available to attend your next booking by 5pm on the day of your absence.
If you do not confirm by 5pm, the platform assumes you will be absent again. A replacement booking is created and another candidate is found to cover your role. Once this happens, your original booking can no longer be reinstated.
If you are available and want to attend your booking, make sure you confirm your availability in the app before the 5pm deadline.
If you have missed the deadline but are still available to work, contact the support team as soon as possible by emailing support@zeneducate.com or messaging us through the Help section in the app. The team will check whether a replacement has already been found and whether it is still possible for you to attend.
Cancelling a booking to accept another
When you accept a booking you are committing to that role for its entire duration. You cannot cancel a confirmed booking in order to accept a different one.
If you need to cancel a booking, you can mark yourself as absent through the app, but note this does not reinstate your availability for that period. The original booking will still be recorded as an absence on your attendance record.
What counts and why
Absences
| Notice given | Impact | Why it matters |
|---|---|---|
| 24 hours or more | Disruptive | Even a day's notice means new cover needs to be found |
| Less than 24 hours | More serious | Finding a replacement at short notice is difficult and causes more disruption |
| Less than 2 hours | Very serious | Schools are at risk of being left without support |
| No-show / no message | Critical | Your booking will be cancelled. Students risk being unsupervised, which is a safeguarding risk |
Lateness
| Arrival | Impact | Why it matters |
|---|---|---|
| Less than 2 hours late | Disruptive | Schools may need to adjust plans at the last minute |
| More than 2 hours late or no message | Critical | Your booking may be cancelled at the school's discretion, leaving children unsupervised and putting pressure on school teams |
What this means for you
We track attendance over a rolling 8-week period. If you miss a confirmed booking or arrive significantly late, the app flags it.
If issues build up:
- You will receive an in-app alert and be asked to complete our absence management training
- If things do not improve, your account may be paused and you will be asked to speak with our team
In all cases of repeated absences or lateness, Zen Educate reserves the right to review your standing on the platform and your continued eligibility for bookings.
Exceptions
The following count as exceptions, provided you have prior approval or valid documentation:
- Critical medical appointments
- Statutory sick leave or protected leave - including maternity/paternity leave, jury service, and time off for dependants
Please submit any supporting documents through the support team within 24 hours of your absence.
Ending an assignment early
Long-term roles - prior approval is required before ending a confirmed booking early. Message your Account Manager and they will guide you on next steps.
Short-term supply roles - if you have an upcoming booking you are unable to complete, mark your absence in the app and provide a reason.
If you need to report an absence or lateness right now, take a look at our How to report an absence and How to report a lateness articles for the steps to follow.