Reference

Statuses, rules & glossary

The detail behind the guides: how a mark moves through the system, every status and what it means, the rules and limits, and what to do when something looks wrong. Read the lifecycle once and most of the rest becomes obvious.

Lifecycle of a mark

DraftThe tutor is marking. Kept in their browser for 12 hours so a closed tab doesn't lose it. Nothing is sent anywhere.
SubmittedOne record per student, each with a revision number, plus who taught. Lateness is fixed at this moment and never recalculated. The class waits on the campus count.
Campus countIn-person and online totals plus the tutor pair, entered without sight of the tutor's marks. The tutor always goes first: a class reaches the Campus board only once a roll is in.
ComparisonIn-person, online, the primary tutor and, where either side named any, the set of secondary tutors. Absent is not compared. It runs the moment either side submits.
Agreement → ApprovedQueued for the CRM. No person approved it.
Disagreement → back to both sidesEach side is told exactly which fields differ, phrased for them. Either can move. If the tutor changes the roll after a comparison and it still differs, or amends a roll that had already agreed, the standing count is set aside and the class goes back to Campus for a fresh one. An amendment that matches the standing count approves at once. There is no round limit and no automatic escalation; an admin can resolve a stuck class with a recorded reason.
MarkedEvery student's mark written to the CRM. HubSpot writes are read back to confirm them. Every attempt is kept for 30 days and visible in Trace.

Every status

A class, on cards and in search

Status	Meaning
Unmarked	Nothing recorded, in the portal or on the Monday board.
Submitted	Waiting on the campus count. The button reads Submitted · awaiting Campus count.
Approved	Both sides agreed, or an admin resolved it. Queued for the CRM.
Marked	Every current mark written to the CRM. The only status that has actually reached it.
Rejected	The two sides disagree. The button reads Check and resubmit, with the reason.
Marked in Monday	Recorded on the Monday board directly. Real attendance that never passed through the portal, so it is named for where it happened.
In progress	An unfinished roll from the old app. Drafts in the portal stay in the tutor's browser, so they don't show here.
… · overdue	Added to the status of today's class once it is 30 minutes past its start and still not marked.

Today and the timetable

Where	Labels
Today's classes	To mark, Overdue, Came back, Marked.
Week strip and timetable	Marked (marked, approved, or marked in Monday), Awaiting Campus (submitted), Needs you (rejected or overdue), Upcoming (anything else).
The roll	Sent back on a roll that came back.

The Campus board

Row	Meaning
No label · Enter count	The tutor has submitted; no count from Campus yet.
Count again · Enter count	The tutor changed their roll after it was counted, so the count was set aside.
Counts disagree · Amend my count	Compared and different. Admins also see Resolve as admin.

Reporting

Label	Meaning
Roster is wrong	Tutor and Campus named the same person, and it isn't who the roster says. Confirmed.
Three-way disagreement	Campus named someone else again. Disputed.
Awaiting Campus	The tutor named someone other than the roster; no count yet.
Corrected	The roster has been fixed.
Whose error: Tutor, Campus, Both, Not resolved yet	Which side changed its headcount between the attempt that failed and the one that matched.

Reconciliation states

These appear in exports and in Trace.

State	Meaning
`awaiting_campus`	The tutor has marked. No campus count yet.
`awaiting_tutor`	A campus count with no tutor marks. The app allows it from the day of the class, but no screen offers it, because the Campus board only lists classes with a roll.
`variance`	The two sides disagreed and it is back with both.
`reconciled`	Agreement reached, or resolved by an admin. Released to the CRM.
`admin_review`	Retired on 6 September 2026. Nothing is put into this state any more.

Why it's individual submissions

A roll isn't stored as one blob. Every student's mark is its own record, carrying the student, the status, who submitted it, when, and a revision number. That is what makes the rest possible:

Amending one student doesn't disturb the others. Only the students whose mark changed get a new revision. Everyone else's marks and times are untouched.
Nothing is overwritten. The original mark stays in the history, so the audit trail can show what a roll said before it changed.
Each mark syncs on its own. One student failing to write doesn't silently take the class with it, and Trace shows each one.
Every mark carries its author. On a class marked by a cover tutor, the records name them, not the rostered tutor.

The status you see on a class is a summary of those records plus the reconciliation state. The records are the source of truth.

Rules & limits

On timeFirst submission within 15 minutes of the scheduled start, Melbourne time. A class with no readable start is neither on time nor late.

OverdueToday's class, 30 minutes past its start and still not marked (tutor's Today and Classes).

Needs follow-up15 minutes past the start with no roll (Campus board); red from 20 minutes.

Reminder text75 minutes past the start; not sent more than three hours after that.

Never markedCounted in Reporting from two hours after the start.

Overdue reconciliationNot reconciled 24 hours after the tutor submitted (still waiting for a count, or still disagreeing). Reported as an error on Admin › Health at 48 hours. Recorded only: nothing is emailed and the class isn't moved or changed.

Every studentNeeds exactly one status before the portal will submit.

Before the classA class can't be marked, and no campus count can be entered, before its day (Melbourne time). It opens as a preview.

Students per submission400. Anything larger is a mistake, not a class.

TutorsA primary is required. Secondary tutors: a person, or N/A; up to five, on both the roll and the campus count. A secondary without a primary is refused.

Campus countsWhole numbers from 0 to 400 each, and a primary tutor.

AbsentNever reconciled against the campus count.

Reconciliation roundsUnlimited. A class stays in disagreement until both sides agree, or an admin resolves it with a reason of at least 10 characters.

AmendingAllowed at any time. The reason for correction is optional.

IndependenceWhoever marked a roll can't supply its campus count. Admins and owners may, and it is audited separately.

DraftsKept in the browser for 12 hours.

Report an issueBooklet amounts from 1 to the size of the roll; a custom booklet name up to 24 characters; a note up to 1,000.

AnnouncementsFiles up to 20 MB each; banner message up to 240 characters.

AssistantQuestions up to 800 characters.

Rate limits300 requests a minute per person, 12 a minute for expensive actions (exports, refreshes, manual syncs, the assistant, Reporting), and 1,200 a minute per network address before sign-in.

Time zoneAustralia/Melbourne throughout, including week boundaries and lateness.

Integrations

System	What it does
Monday.com	The timetable and the rolls. Classes, sessions, who is rostered each week and students come from the Class Schedule and subject boards. Approved marks are written back to the week column where Live Monday writes is on, and homework as a label that tells Make to message the guardian. Many classes are still marked on the board directly, which the portal reports as Marked in Monday.
HubSpot	The other class CRM. Which CRM each person sees is set by an admin (by default admins see both and everyone else sees Monday). A HubSpot class's link ends in `-H`, because some class codes exist in both.
Google	Sign-in; the printing issues sheet that printing reports are added to; and Google Meet: reads who joined a class's meeting and suggests the online students. Advisory; the tutor still submits.
Slack	Profile photos, and the morning message to Team Leaders and Heads where it is switched on.
Gemini	The Ask assistant, and turning a recorded class note into text and splitting it by student.
Helpdesk	Roster correction tickets for Academic Ops, and class-issue tickets for Campus Operations, Student Success and Academic Ops.
Make	Sends the reminder texts and guardian messages.
SendGrid	Emails the fortnightly reconciliation reports.
Tutor dashboard	The source of sit-ins, mirrored onto Me.
Rippling	Payroll IDs on the roster, and where roster corrections end up. The org chart behind Reporting is imported from the HR reporting-lines sheet.

What runs on a schedule

All of it runs on the production service in Melbourne time. Nothing needs a person to press anything.

Every 10 minutesWriting approved marks and homework to the CRM; the Monday roster sweep; roster autofix and correction tickets; reminder texts; class-issue delivery; the reconciliation reports when one is due; the morning Slack messages from 7am; overdue-reconciliation and backlog checks; and the Monday timetable whenever the teaching week rolls over.

NightlyAt 2:17am (3:17am during daylight saving): a full refresh of the timetable from Monday and HubSpot, student accounts, sit-ins, Slack profiles, and clearing out old records.

Second WednesdayThe interim reconciliation report, after the day's last class.

Closing SundayThe final reconciliation report, after the day's last class.

Old records: write attempts are kept for 30 days and assistant questions for 90. Audit records are kept. Admin › Health can run most of these by hand if something needs to land now.

Access & privacy

Registration, not just sign-in. A Contour Google account is not enough on its own. The address must be in the directory, and only Google sign-in is accepted.
Blindness is server-side. The count board and the count window never receive the tutor's marks. It isn't a hidden field. (Class search does return a roll's totals, so a reviewer shouldn't look a class up before counting it.)
Permissions are checked on the server. Campus scope, Reporting scope, Students, the roster and every admin action are checked for every read and every write, not just by hiding a button. Reporting's export is the one exception so far: its button is admin-only, and the server limits the file to the caller's own scope.
Reporting can't be widened by a filter. Filters narrow what your reporting line already allows.
Privileged actions are audited with the person's email: role changes, queue actions, admin overrides, system switches, roster access and payroll exports, and reconciliation report sends and downloads.
Credentials stay server-side. No API key or mail credential is ever sent to the browser.
Pages can't be framed by other sites, and the portal only loads its own code. Microphone access is used only for recording a class note.

Troubleshooting

"You do not have an account on the attendance app"

Your address isn't in the directory. A working Contour Google account doesn't grant access on its own. Ask Academic Coordination or Yatta to add you. If you signed in with the wrong Google account, press Sign in with a different account.

My class isn't listed, I can't see my class, how do I mark a class that isn't here

All the same question, and the answer is Find a class: search the class code, open it and mark it. You don't have to be the rostered tutor and you don't need to be added first. Full detail in Tutors › My class isn't listed.

This week shows the current teaching week only. An older class is reached through Find a class.
Check the day dropdown isn't still on Today or a weekday.
If you aren't the tutor the Monday board names this week, it won't be on your list. Search for it. Covering is normal and needs no permission.
If the roster names the wrong person, mark it anyway and name yourself as primary.
Only if search finds nothing either is it a missing class, and that is a timetable problem for an admin.

I can't find a class in search

You only see classes on the CRM your account is set to, usually Monday. An admin who can see both may find a class you can't; ask them to check. Archived classes don't appear.

The roll is empty

The class has no students against it. An admin can re-read it with Refresh class rolls; if it is still empty, the fix is on the Monday board or in the CRM.

My roll came back and I don't know why

Open the class. The Sent back banner lists each difference, for example In-person students · you marked 12 · Campus counted 14. Only in-person, online, the primary tutor and the secondary tutors are compared. Absent never is.

It keeps coming back

Then the two sides still disagree. Check the fields the banner names rather than resubmitting the same numbers. If neither side will move, ask an admin to use Resolve as admin on the Campus board.

My roll says Submitted and nothing is moving

It is waiting on the campus count, not on someone's approval. Nobody has a queue of your rolls to clear. If it has been more than a day, it shows on Admin › Health as overdue reconciliation.

It says Approved but the CRM has nothing

Approved means queued. Marks are written on the ten-minute sweep, so allow up to ten minutes. An admin can check Sync queues, and Trace shows exactly what was sent for each student. A Monday mark can wait while Live Monday writes is off or the board isn't set up for writing; it is retried, not lost.

I didn't get the reminder text

It only goes to classes on the Monday timetable, today, between 75 minutes and just over four hours after the start, and only to a mobile number on your directory entry. See the reminder text.

I can't see Availability, Students or the roster

Availability isn't open to tutors yet. Students is for admins. The roster is for admins and people granted access by name. None of these come with being a Team Leader.

I changed someone's role and the portal still shows the old one

A role change reaches the person on their next request, normally within about 15 seconds. Reload rather than saving again.

A Campus user's board is empty

Check their campus scope in the Directory. Ticked campuses restrict them to those. No ticks means every campus. And the board only lists classes whose tutor has submitted.

Glossary

SessionOne class on one date. What you actually mark.

Class codeThe class's identifier, for example VCE-CH34-80. The trailing number is the class, not the level. A HubSpot class's link adds -H.

RollThe list of students expected at a session.

RegistryThe list of running classes with their times, campuses and rostered tutors, refreshed nightly from the CRMs.

Primary tutorWhoever ran the class. Required on every submission.

Secondary tutorWhoever assisted. Up to five, compared against the campus count as a set. N/A when nobody did.

CoveringMarking a class you aren't rostered on. Allowed for any tutor, and recorded.

VarianceA disagreement between the tutor's marks and the campus count.

RoundOne distinct pair of evidence compared. Resubmitting the same numbers adds none. Recorded for the audit trail; there is no limit.

Roster discrepancyThe tutor who taught isn't the tutor on the roster. A roster problem, not a marking one.

Teaching weekMonday to Sunday, Melbourne time, numbered. Week 42 is 21 to 27 September 2026.

Walk-inA student of the same subject who attended a class they aren't enrolled in.

Pay fortnightThe two weeks the reconciliation reports and the roster's payroll are built around.

Team LeaderAnyone the org chart gives at least one direct report. Not an app role.

Sit-inA leader observing a class and scoring it out of 4 against the five pillars.

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Built and maintained by YattaRewritten for the Tutor Portal · 25 Sep 2026 · v3.0 · Written for the Tutor Portal at tutor.contour.com.au.