Does staff information live in five different places at your school?

Attendance is on one sheet, duties are in an email, training sign-ups are in a folder, and notes from a hard conversation are in your head. Then a parent, a district office or a staff member asks, “Can you show me what happened and when?” You spend an hour piecing it together, and you still aren’t sure it’s complete.

This tracker puts all of it in one organized workbook, so you can answer in about a minute.

If any of these sound familiar, this is for you:

✔ “I know someone was late a lot this month, but I can’t say how many times or by how many minutes.”

✔ “I assigned that duty three weeks ago. Did it get done?”

✔ “I need to know who still hasn’t completed the required safety training.”

✔ “I had a follow-up conversation with a staff member, and I can’t find my notes or the date.”

✔ “I only remember the problems. I never write down when staff go above and beyond.”

✔ “A staff member asks about my notes on them, and I’m nervous because they’re scattered and not factual.”

✔ “Monthly reports take me an entire afternoon.”

How it helps

• Know who’s here and who isn’t. Enter arrival and departure times once. Late minutes, absences and approved leave are worked out for you, and approved leave is never counted as an absence.
• Stop chasing tasks. Every duty has a due date and a status, and overdue ones are flagged so you can check in early.
• See what needs attention this week. A review queue on the dashboard lists overdue tasks, plans past their target date, pending leave requests and outstanding training.
• Keep fair, factual records. Prompts guide you to write down dates and observable facts, not opinions. Concerns, staff responses and outcomes are kept separate.
• Remember the good. A recognition log helps you document positive contributions, including whether the staff member is okay with it being shared.
• Follow through. Action plans for coaching and support have target dates and review dates, so they don’t quietly disappear.
• Print reports in a click. Monthly attendance summary, individual attendance record, outstanding task list, training completion, action plan summary and a staff summary page.

What’s inside (14 tabs): Start Here guide, Settings, Staff Directory (up to 150 staff), Attendance Log, Leave & Absence Log, Duty & Task Log, Conduct Records (restricted), Recognition Log, Meetings & Training, Action Plan Tracker, Staff Summary, Administration Dashboard (12 key numbers and 6 charts), Printable Reports, Change & Review Log.

Built to be fair, not punitive

There are no staff scores, no rankings and no “worst employee” lists. Dashboard numbers are totals and trends for the school, and flags are prompts for a conversation, not conclusions. A blank time is never counted as zero or as late. Conduct records feed nothing on the dashboard or the general reports.

Easy to start

• Works in Microsoft Excel with no macros and nothing to install.
• Change the school name, dates, work schedules and dropdown lists in Settings.
• Cream cells are for typing, and grey cells are protected formulas that won’t get broken.
• Includes a sample version with a fictional school so you can see it working, plus a BLANK version ready for your staff.
• A printable preview PDF is included.

Please note

• This is an organizing and documentation tool. It is not legal or HR advice. Follow your school’s policies and local law.
• Keep only work-related information. Don’t store ID numbers, home addresses or medical details.
• For real conduct records, use a separate copy of the workbook that only authorized reviewers can open.
• Sheet protection prevents accidents but is not file security, so store the file in approved, access-controlled storage.
• Made for Excel. It has not been tested in Google Sheets.

You’ll receive: 1 sample workbook (.xlsx), 1 blank workbook (.xlsx) and 1 preview PDF.

⭐ A quick review after you’ve used it helps a small store more than you know. Thank you for supporting Koco Kyo!