Auto Absence is an AI-powered add-on for Arbor MIS that automates the process of handling student absence notifications received via voicemail. When a parent or guardian calls the school to report an absence and leaves a voicemail, Auto Absence captures the message, transcribes it, and matches it to the correct student. The system then assigns the appropriate absence code and creates a pending absence record in Arbor MIS for staff review. Staff retain full control, as all absences require final approval before being added to the student’s record. The tool is designed to save administrative time, reduce manual data entry, and ensure accurate attendance records. Auto Absence also includes safeguards to prevent unauthorized or unrelated messages from being processed, and provides a clear audit trail for all absence communications.

Key Features

Voicemail Capture and Transcription Automatically receives and transcribes absence voicemails from parents or guardians.

• Captures every message left on the school’s absence line
• Transcribes audio to text for accurate record-keeping

Automated Absence Record Creation Creates pending absence notes in Arbor MIS based on voicemail content.

• Matches messages to the correct student and assigns absence codes
• Pending records require staff approval before finalization

Staff Oversight and Approval Ensures human review before absences are recorded.

• Staff can listen to original voicemails and review transcriptions
• Approvals can be shared among team members for workload distribution

Error Handling and Safeguards Prevents unauthorized or irrelevant messages from being processed.

• Only processes messages from recognized guardian phone numbers
• Flags non-absence or suspicious messages for manual review

Integration with Arbor MIS Seamlessly integrates with existing Arbor attendance workflows.

• Absence records appear in the Planned Absences section of Arbor MIS
• Works as an add-on to the main Arbor MIS subscription

Benefits

Time Savings Reduces manual workload for school staff.

• Automates repetitive tasks of listening, transcribing, and entering absences
• Staff only need to review and approve pending records

Improved Data Accuracy Minimizes errors in attendance records.

• Automated transcription and code assignment reduce manual entry mistakes
• Ensures all absence communications are logged and auditable

Enhanced Oversight and Security Maintains staff control and protects against misuse.

• Human review prevents unauthorized or incorrect absences from being recorded
• Clear audit trail for all absence messages

Better Parent Communication Streamlines the absence reporting process for families.

• Parents can simply leave a voicemail, reducing barriers to reporting absences