fixing attendance

app/models/attendance.py

@@ -19,6 +19,7 @@ from app.db.database import Base
 # ── Status constants ───────────────────────────────────────────────────────────
 ATTENDANCE_STATUS_PRESENT = "present"
 ATTENDANCE_STATUS_LATE    = "late"
+ATTENDANCE_STATUS_ABSENT  = "absent"
 
 # ── Attendee type constants ────────────────────────────────────────────────────
 ATTENDEE_TYPE_STUDENT = "student"

app/routers/attendance.py

@@ -34,6 +34,7 @@ from app.config import settings
 from app.db.database import get_db
 from app.logging_config import get_logger
 from app.models.attendance import (
+    ATTENDANCE_STATUS_ABSENT,
     ATTENDANCE_STATUS_LATE,
     ATTENDANCE_STATUS_PRESENT,
     ATTENDEE_TYPE_MENTOR,
@@ -66,6 +67,7 @@ from app.services.qr_service import (
     decode_device_token,
     generate_qr_image_b64,
     generate_qr_token,
+    has_session_ended,
     is_attendance_window_open,
     is_qr_available,
     issue_device_token,
@@ -143,7 +145,12 @@ async def _get_attendance_record(session_id: str, attendee_id: str,
     return result.scalar_one_or_none()
 
 
-async def _build_summary(session_id: str, batch_id: str, db: AsyncSession) -> AttendanceSummary:
+async def _build_summary(session_id: str, batch_id: str, db: AsyncSession,
+                         session: "Session | None" = None) -> AttendanceSummary:
+    # Auto-finalize absent records once the class window has closed
+    if session is not None:
+        await _auto_finalize_absent(session, db)
+
     # Count enrolled students
     enrolled_result = await db.execute(
         select(func.count()).select_from(student_batch_table).where(
@@ -164,7 +171,10 @@ async def _build_summary(session_id: str, batch_id: str, db: AsyncSession) -> At
     counts = {row.status: row.cnt for row in att_result}
     present = counts.get(ATTENDANCE_STATUS_PRESENT, 0)
     late    = counts.get(ATTENDANCE_STATUS_LATE,    0)
-    absent  = max(0, enrolled - present - late)
+    absent  = counts.get(ATTENDANCE_STATUS_ABSENT,  0)
+    # Fallback for sessions not yet finalized (in-progress or window not passed)
+    if absent == 0 and session is None:
+        absent = max(0, enrolled - present - late)
 
     return AttendanceSummary(
         session_id=session_id,
@@ -175,6 +185,48 @@ async def _build_summary(session_id: str, batch_id: str, db: AsyncSession) -> At
     )
 
 
+async def _auto_finalize_absent(s: Session, db: AsyncSession) -> None:
+    """Idempotent: once a session's slot end time has passed, insert 'absent' records
+    (marked_by='system') for every enrolled student who has no record yet."""
+    if not has_session_ended(s.date, s.slot_id):
+        return  # class still in progress or future
+
+    enrolled_ids = (await db.execute(
+        select(student_batch_table.c.student_id)
+        .where(student_batch_table.c.batch_id == s.batch_id)
+    )).scalars().all()
+    if not enrolled_ids:
+        return
+
+    existing_ids = set((await db.execute(
+        select(AttendanceRecord.attendee_id)
+        .where(
+            AttendanceRecord.session_id    == s.id,
+            AttendanceRecord.attendee_type == ATTENDEE_TYPE_STUDENT,
+        )
+    )).scalars().all())
+
+    missing = [sid for sid in enrolled_ids if sid not in existing_ids]
+    if not missing:
+        return
+
+    for sid in missing:
+        db.add(AttendanceRecord(
+            session_id    = s.id,
+            attendee_id   = sid,
+            attendee_type = ATTENDEE_TYPE_STUDENT,
+            status        = ATTENDANCE_STATUS_ABSENT,
+            qr_window     = None,
+            is_manual     = False,
+            marked_by     = "system",
+        ))
+    try:
+        await db.commit()
+        logger.info("attendance.auto_finalize session=%s absent_count=%d", s.id, len(missing))
+    except Exception:
+        await db.rollback()  # race condition / duplicate unique key — safe to ignore
+
+
 async def _upsert_attendance(
     db: AsyncSession,
     *,
@@ -240,7 +292,9 @@ async def get_session_qr(
     """
     s = await _get_session_or_404(session_id, db)
 
-    if not is_qr_available(s.date, s.slot_id):
+    # Admin can generate QR at any time (covers for absent/late mentor).
+    # Mentors are restricted to the attendance window.
+    if user.role != "admin" and not is_qr_available(s.date, s.slot_id):
         slot_start, _ = get_slot_times(s.slot_id)
         raise HTTPException(
             status.HTTP_403_FORBIDDEN,
@@ -291,7 +345,7 @@ async def get_session_summary(
 ) -> AttendanceSummary:
     """Live enrolled-vs-present summary for the mentor dashboard."""
     s = await _get_session_or_404(session_id, db)
-    return await _build_summary(session_id, s.batch_id, db)
+    return await _build_summary(session_id, s.batch_id, db, session=s)
 
 
 @router.get("/sessions/{session_id}/records", response_model=list[AttendanceRecordRead])
@@ -300,8 +354,9 @@ async def get_session_records(
     db:   AsyncSession = Depends(get_db),
     user: UserContext  = Depends(require_mentor_or_admin),
 ) -> list[AttendanceRecordRead]:
-    """Full roster of who checked in (present/late), with is_manual flag."""
-    await _get_session_or_404(session_id, db)
+    """Full roster of who checked in (present/late/absent), with is_manual flag."""
+    s = await _get_session_or_404(session_id, db)
+    await _auto_finalize_absent(s, db)
 
     result = await db.execute(
         select(AttendanceRecord)
@@ -394,7 +449,7 @@ async def scan_attendance(
         att_status=att_status,
         qr_window=w,
         is_manual=False,
-        marked_by=None,
+        marked_by=user.email,  # student/mentor email for audit trail
     )
 
     logger.info(
@@ -433,33 +488,25 @@ async def manual_mark(
     s = await _get_session_or_404(session_id, db)
 
     for entry in body.entries:
-        if entry.status == "absent":
-            # Remove existing record if any (absent = no record in table)
-            existing = await _get_attendance_record(
-                session_id, entry.student_id, ATTENDEE_TYPE_STUDENT, db
-            )
-            if existing:
-                await db.delete(existing)
-                await db.commit()
-        else:
-            if entry.status not in (ATTENDANCE_STATUS_PRESENT, ATTENDANCE_STATUS_LATE):
-                continue
-            await _upsert_attendance(
-                db,
-                session_id=session_id,
-                attendee_id=entry.student_id,
-                attendee_type=ATTENDEE_TYPE_STUDENT,
-                att_status=entry.status,
-                qr_window=None,
-                is_manual=True,
-                marked_by=user.email,
-            )
+        if entry.status not in (ATTENDANCE_STATUS_PRESENT, ATTENDANCE_STATUS_LATE,
+                                ATTENDANCE_STATUS_ABSENT):
+            continue
+        await _upsert_attendance(
+            db,
+            session_id    = session_id,
+            attendee_id   = entry.student_id,
+            attendee_type = ATTENDEE_TYPE_STUDENT,
+            att_status    = entry.status,
+            qr_window     = None,
+            is_manual     = True,
+            marked_by     = user.email,
+        )
 
     logger.info(
         "attendance.manual_mark session=%s by=%s entries=%d",
         session_id, user.email, len(body.entries),
     )
-    return await _build_summary(session_id, s.batch_id, db)
+    return await _build_summary(session_id, s.batch_id, db, session=s)
 
 
 # ── Student history ────────────────────────────────────────────────────────────

app/routers/me.py

@@ -24,6 +24,7 @@ from app.constants import (
 )
 from app.db.database import get_db
 from app.models.attendance import (
+    ATTENDANCE_STATUS_ABSENT,
     ATTENDANCE_STATUS_LATE,
     ATTENDANCE_STATUS_PRESENT,
     ATTENDEE_TYPE_STUDENT,
@@ -245,18 +246,27 @@ async def _student_dashboard(uid: str, db: AsyncSession) -> dict:
         for s in sessions_raw:
             enriched = enrich_session(s)
             is_past = s.date < today
+            att_status = att_map.get(s.id)
             attendance = None
-            if is_past:
+            if att_status in (ATTENDANCE_STATUS_PRESENT, ATTENDANCE_STATUS_LATE):
+                # Recorded attendance (QR or manual) — show and count it,
+                # even for today's session (not strictly "past" yet).
+                attendance = att_status
                 past_count += 1
-                att_status = att_map.get(s.id)
-                if att_status in (ATTENDANCE_STATUS_PRESENT, ATTENDANCE_STATUS_LATE):
-                    attendance = att_status
-                    present_count += 1
-                    if att_status == ATTENDANCE_STATUS_LATE:
-                        late_count += 1
-                else:
-                    attendance = "absent"
-                    absent_count += 1
+                present_count += 1
+                if att_status == ATTENDANCE_STATUS_LATE:
+                    late_count += 1
+            elif att_status == ATTENDANCE_STATUS_ABSENT:
+                # Explicit absent record (manual mark or auto-finalized by system)
+                attendance = "absent"
+                past_count += 1
+                absent_count += 1
+            elif is_past:
+                # Fallback: past session not yet auto-finalized → show absent
+                attendance = "absent"
+                past_count += 1
+                absent_count += 1
+            # else: upcoming session, no record → attendance stays None (shown as "–")
             enriched_dict = enriched if isinstance(enriched, dict) else enriched.model_dump()
             sessions_list.append({**enriched_dict, "attendance": attendance})
 

app/services/qr_service.py

@@ -122,6 +122,11 @@ def is_qr_available(session_date, slot_id: int) -> bool:
     return open_at <= now <= end
 
 
+def has_session_ended(session_date, slot_id: int) -> bool:
+    """True if the slot end time has passed (class is over)."""
+    return _app_now() > _slot_dt(session_date, slot_id, "end")
+
+
 def is_attendance_window_open(session_date, slot_id: int) -> bool:
     """True if scans are still accepted:
       now ≤ min(start + qr_expires_after_start_minutes, end)

app/static/js/app.js

@@ -260,9 +260,9 @@ function _paintMentorWeek() {
 
           // QR Code button
           const qrBtn = document.createElement('button');
-          qrBtn.className  = 'btn btn-sm btn-outline-primary mt-1 me-1';
-          qrBtn.textContent = 'QR';
-          qrBtn.style.fontSize = '0.65rem';
+          qrBtn.className  = 'btn btn-sm btn-primary mt-1 me-1 fw-semibold';
+          qrBtn.textContent = '⬛ QR';
+          qrBtn.style.cssText = 'font-size:0.7rem;border-width:2px;';
           qrBtn.onclick = (e) => {
             e.stopPropagation();
             openQrModal(s.id, s.batch_name || '', s.date || '', s.slot_start || '', s.slot_end || '');
@@ -272,9 +272,9 @@ function _paintMentorWeek() {
 
           // Manual mark button
           const manualBtn = document.createElement('button');
-          manualBtn.className  = 'btn btn-sm btn-outline-secondary mt-1';
-          manualBtn.textContent = 'Mark';
-          manualBtn.style.fontSize = '0.65rem';
+          manualBtn.className  = 'btn btn-sm btn-success mt-1 fw-semibold';
+          manualBtn.textContent = '✓ Mark';
+          manualBtn.style.cssText = 'font-size:0.7rem;border-width:2px;';
           manualBtn.onclick = (e) => {
             e.stopPropagation();
             openManualMarkModal(s.id, s.batch_name || '', s.date || '', s.slot_start || '', s.slot_end || '');

app/static/js/calendar.js

@@ -1,5 +1,11 @@
 /* calendar.js — 7-col × 4-row week grid */
 
+function _getRole() {
+  const tok = localStorage.getItem('ss_token');
+  if (!tok) return null;
+  try { return JSON.parse(atob(tok.split('.')[1])).role; } catch { return null; }
+}
+
 const SLOT_LABELS = {
   1: '09:00 – 11:30',
   2: '11:30 – 14:00',
@@ -82,27 +88,59 @@ function _buildGrid(weekStart, sessions, allMode) {
 
       const entries = map[key] || [];
       if (entries.length) {
-        cell.innerHTML = entries.map(s => {
-          const color = allMode ? mentorColor(s.mentor_name ?? '') : null;
+        const role = _getRole();
+        const canMark = role === 'mentor' || role === 'admin';
+
+        entries.forEach(s => {
+          const color  = allMode ? mentorColor(s.mentor_name ?? '') : null;
           const border = color ? `border-left:3px solid ${color};padding-left:4px;margin-bottom:4px;` : '';
           // Attendance pill
           let attHtml = '';
           if (s.enrolled_count != null) {
-            const scanned = (s.present_count || 0) + (s.late_count || 0);
-            const lateNote = s.late_count ? ` · ${s.late_count} late` : '';
-            const pct = s.enrolled_count > 0 ? Math.round(scanned / s.enrolled_count * 100) : 0;
+            const scanned   = (s.present_count || 0) + (s.late_count || 0);
+            const lateNote  = s.late_count ? ` · ${s.late_count} late` : '';
+            const pct       = s.enrolled_count > 0 ? Math.round(scanned / s.enrolled_count * 100) : 0;
             const pillColor = pct >= 75 ? '#198754' : pct >= 40 ? '#fd7e14' : '#6c757d';
             attHtml = `<br><small style="color:${pillColor};font-weight:600">`
               + `${scanned}/${s.enrolled_count} present${lateNote}</small>`;
           }
-          return `<div style="${border}">
-            <strong style="${color ? 'color:'+color : ''}">${escHtml(s.batch_name ?? '')}</strong><br>
-            <small>${escHtml(s.mentor_name ?? '')}</small>
-            ${s.room_name ? `<br><small class="text-muted">${escHtml(s.room_name)}</small>` : ''}
-            ${s.is_locked ? ' <span class="badge badge-locked">Locked</span>' : ''}
-            ${attHtml}
-          </div>`;
-        }).join('');
+
+          const wrap = document.createElement('div');
+          wrap.style.cssText = border;
+          wrap.innerHTML =
+            `<strong style="${color ? 'color:' + color : ''}">${escHtml(s.batch_name ?? '')}</strong><br>`
+            + `<small>${escHtml(s.mentor_name ?? '')}</small>`
+            + (s.room_name ? `<br><small class="text-muted">${escHtml(s.room_name)}</small>` : '')
+            + (s.is_locked ? ' <span class="badge badge-locked">Locked</span>' : '')
+            + attHtml;
+
+          if (canMark) {
+            wrap.appendChild(document.createElement('br'));
+
+            const qrBtn = document.createElement('button');
+            qrBtn.className   = 'btn btn-sm btn-primary mt-1 me-1 fw-semibold';
+            qrBtn.textContent = '⬛ QR';
+            qrBtn.style.cssText = 'font-size:0.7rem;border-width:2px;';
+            qrBtn.onclick = e => {
+              e.stopPropagation();
+              openQrModal(s.id, s.batch_name || '', s.date || '', s.slot_start || '', s.slot_end || '');
+            };
+            wrap.appendChild(qrBtn);
+
+            const markBtn = document.createElement('button');
+            markBtn.className   = 'btn btn-sm btn-success mt-1 fw-semibold';
+            markBtn.textContent = '✓ Mark';
+            markBtn.style.cssText = 'font-size:0.7rem;border-width:2px;';
+            markBtn.onclick = e => {
+              e.stopPropagation();
+              openManualMarkModal(s.id, s.batch_name || '', s.date || '', s.slot_start || '', s.slot_end || '');
+            };
+            wrap.appendChild(markBtn);
+          }
+
+          cell.appendChild(wrap);
+        });
+
         cell.title = entries.map(s => {
           const scanned = (s.present_count || 0) + (s.late_count || 0);
           const attNote = s.enrolled_count != null

app/static/js/crud.js

@@ -352,8 +352,9 @@ document.getElementById('mdNextMonth')?.addEventListener('click', () => {
 // ═══════════════════════════════════════════════════════════════════════════════
 // STUDENTS
 // ═══════════════════════════════════════════════════════════════════════════════
-async function loadStudents() {
-  const rows = await apiFetch('/students');
+let _allStudents = [];
+
+function _renderStudentTable(rows) {
   renderTable('studentsTbody', rows, [
     { key: 'name', label: 'Name', render: (v, row) =>
         `<a href="#" class="fw-semibold text-decoration-none"
@@ -366,6 +367,29 @@ async function loadStudents() {
   ]);
 }
 
+function _applyStudentFilters() {
+  const name  = (document.getElementById('sfName')?.value  || '').toLowerCase();
+  const email = (document.getElementById('sfEmail')?.value || '').toLowerCase();
+  const filtered = _allStudents.filter(s =>
+    (!name  || (s.name  || '').toLowerCase().includes(name)) &&
+    (!email || (s.email || '').toLowerCase().includes(email))
+  );
+  _renderStudentTable(filtered);
+}
+
+function _clearStudentFilters() {
+  const n = document.getElementById('sfName');
+  const e = document.getElementById('sfEmail');
+  if (n) n.value = '';
+  if (e) e.value = '';
+  _renderStudentTable(_allStudents);
+}
+
+async function loadStudents() {
+  _allStudents = await apiFetch('/students');
+  _applyStudentFilters();
+}
+
 const _studentFields = [
   { key: 'name', label: 'Name', placeholder: 'e.g. Priya Singh' },
   { key: 'email', label: 'Email', type: 'text', placeholder: 'student@example.com' },

app/templates/index.html

@@ -181,6 +181,18 @@
       <h4 class="fw-bold mb-0">Students</h4>
       <button class="btn btn-primary btn-sm admin-action" onclick="addStudent()">+ Add Student</button>
     </div>
+    <!-- Filters -->
+    <div class="row g-2 mb-3">
+      <div class="col-sm-5">
+        <input id="sfName" type="text" class="form-control form-control-sm" placeholder="Filter by name…" oninput="_applyStudentFilters()">
+      </div>
+      <div class="col-sm-5">
+        <input id="sfEmail" type="text" class="form-control form-control-sm" placeholder="Filter by email…" oninput="_applyStudentFilters()">
+      </div>
+      <div class="col-sm-2">
+        <button class="btn btn-sm btn-outline-secondary w-100" onclick="_clearStudentFilters()">Clear</button>
+      </div>
+    </div>
     <div class="table-responsive">
       <table class="table table-sm table-hover">
         <thead class="table-light"><tr><th>Name</th><th>Email</th><th>Mobile</th><th>Actions</th></tr></thead>
@@ -574,9 +586,9 @@
 </main>
 
 <script src="https://cdn.jsdelivr.net/npm/bootstrap@5.3.3/dist/js/bootstrap.bundle.min.js"></script>
-<script src="/static/js/app.js?v=15"></script>
-<script src="/static/js/crud.js?v=14"></script>
-<script src="/static/js/calendar.js?v=8"></script>
+<script src="/static/js/app.js?v=16"></script>
+<script src="/static/js/crud.js?v=15"></script>
+<script src="/static/js/calendar.js?v=9"></script>
 <script src="/static/js/ingest.js?v=7"></script>
 <script src="/static/js/attendance.js?v=7"></script>
 </body>

test_data/test_api.py

@@ -1076,6 +1076,25 @@ def test_adhoc_attendance(base: str):
             ok(f"  after manual mark: present={mark_data.get('present_count')} "
                f"late={mark_data.get('late_count')} absent={mark_data.get('absent_count')}")
 
+        # ── 7b. Verify absent is stored as an explicit DB record ──────────────
+        r = get(base, f"/api/v1/attendance/sessions/{created_session_id}/records")
+        records = check("GET /api/v1/attendance/sessions/{id}/records  (after manual mark)", r)
+        if records is not None:
+            recs = r.json() if r else []
+            absent_recs = [x for x in recs if x.get("attendee_id") == created_student_ids[2]]
+            if absent_recs and absent_recs[0].get("status") == "absent":
+                ok("  absent stored as explicit record", f"marked_by={absent_recs[0].get('marked_by')}")
+            else:
+                fail("  absent stored as explicit record",
+                     f"no absent record found for student[2] (got {absent_recs})")
+            # Verify marked_by is set (should be the admin's email, not None)
+            for rec in recs:
+                if rec.get("attendee_id") in created_student_ids[:3] and not rec.get("marked_by"):
+                    fail("  marked_by is set on manual records", f"record {rec.get('id')} has marked_by=None")
+                    break
+            else:
+                ok("  marked_by set on all manual records")
+
         # ── 8. QR dev-simulate ────────────────────────────────────────────────
         r = post(base, f"/api/v1/attendance/sessions/{created_session_id}/dev-simulate",
                  {"student_ids": [created_student_ids[3]]})