Deactivating Attendance Letters

Deactivating attendance letters is useful for managing attendance letters that were processed in error or configured with incorrect thresholds. For example, if you notice the attendance thresholds are incorrect on an attendance letter, you can deactivate the letter to remove it from the Attendance Letter List and generate a new letter with the correct attendance thresholds. Once you deactivate an attendance letter, the letter no longer displays as active on the Student Profile of the students who were included in the attendance letter. Additionally, you can deactivate an attendance letter for an individual student if necessary.

Scroll past the video to access the step-by-step instructions.

Before you begin

Audio Transcript

Deactivating attendance letters enables you to remove any attendance letters that were processed in error or configured with incorrect thresholds. When attendance letters get deactivated, the letter no longer displays as active on your students’ profiles. You can also deactivate attendance letters for individual students if needed. Let’s begin by navigating to the Attendance Letter feature within the Attendance module. We’ll click on the drop-down icon next to the attendance letter we want to deactivate. We can click on Deactivate within the Record Options drop-down menu. The attendance letter run history details display, and we can click Deactivate again. We’ll receive a warning stating that any previous attendance letter notifications that have already been sent out will not be deleted. A second warning stating that any unserved discipline records will be deleted along with this attendance letter displays as well. Since this is what we want, we’ll click Deactivate once again. Let’s click Done to complete this process. Now that you know how to deactivate attendance letters, you can ensure that any attendance letters processed in error or configured with incorrect details can be removed.

Deactivating attendance letters enables you to remove any attendance letters that were processed in error or configured with incorrect thresholds. When attendance letters get deactivated, the letter no longer displays as active on your students’ profiles. You can also deactivate attendance letters for individual students if needed. Let’s begin by navigating to the Attendance Letter feature within the Attendance module. We’ll click on the drop-down icon next to the attendance letter we want to deactivate. We can click on Deactivate within the Record Options drop-down menu. The attendance letter run history details display, and we can click Deactivate again. We’ll receive a warning stating that any previous attendance letter notifications that have already been sent out will not be deleted. A second warning stating that any unserved discipline records will be deleted along with this attendance letter displays as well. Since this is what we want, we’ll click Deactivate once again. Let’s click Done to complete this process. Now that you know how to deactivate attendance letters, you can ensure that any attendance letters processed in error or configured with incorrect details can be removed.


  1. Select Menu > Administrative Access > Attendance.
  2. Select Attendance Letter under Features.
    Expected Result

    You see the Attendance Letter List, which displays existing attendance letters and their associated thresholds.

  3. Under the Attendance Letter Run History heading, click the drop-down icon to the left of the attendance letter run you wish to deactivate.
    Step Information

    Alternatively, if you wish to deactivate an individual student's attendance letter, you can highlight the attendance letter run, and click the Open icon to the left of the student threshold you wish to deactivate under the Student Thresholds heading. Then, you can uncheck the box for Active and click Save Changes near the top left of the General tab of the Student Threshold Details screen. You cannot reactivate the student's attendance letter by checking this box after unchecking it and saving the changes. In order to recreate an attendance letter, you must process the Attendance Letter feature using the same parameters you specified prior to deactivating the letter. No further steps are required.

    Expected Result

    You see the Record Options drop-down menu.

  4. Select Deactivate from the menu.
    Expected Result

    You see the Deactivate screen, which displays the number of Attendance Report Run Histories to Deactivate, the number of Student Thresholds to Deactivate, and the number of Discipline Records to Delete.

  5. Click Deactivate near the top left of the screen.
    Step Information

    Any attendance letter notifications that have been sent cannot be deactivated.

  6. Click Done near the top left of the screen.
    Expected Result
    You return to the Attendance Letter List. The attendance letter you deactivated only displays if All or Inactive is selected for the Filter.

Result(s)

You have successfully deactivated an attendance letter.