Session Attendance

Overview

After a training session, you need to:

• Record who actually attended
• Mark absent users appropriately
• Trigger completion records for attendees
• Send post-session surveys (if configured)

How It Works

Session attendance tracking is a critical part of the training workflow. When you mark attendance, the system automatically handles multiple processes behind the scenes.

Automatic Completion Flow

When you mark someone as "Attended":

1. Immediate Update - Their attendance status changes in the system
2. Progress Recording - The session is marked as complete for that user
3. Pathway Progress - If the session is part of a learning pathway, their pathway progress is updated
4. Certificate Generation - If certificates are configured, they may be eligible to receive one
5. Survey Invitation - If post-session surveys are enabled, they receive an invitation email
6. Reporting Update - Attendance data becomes available in reports and compliance tracking

Attendance and Session Expiry

If the session has an expiry period configured:

• Attendance is valid from the date marked
• After the expiry period, the attendance status changes to "Expired"
• Users with expired attendance need to attend another session
• Expiry tracking is automatic and appears in reports
• Users may receive notifications when attendance is expiring soon

Adding Walk-Ins or Late Bookings

You can add attendees who weren't originally booked:

• Search for the user and add them to the session
• They appear in the attendee list immediately
• Mark them as attended to trigger completion records
• They receive full credit as if they had booked in advance
• This is useful for walk-ins, substitutions, or corrections

Accessing Attendance Management

Attendee Status Values

Marking Attendance

Individual Marking

For each attendee:

1. Find them in the attendee list
2. Click Mark Attended or Mark Not Attended
3. The status updates immediately

Bulk Marking

To mark multiple attendees at once:

1. Select attendees using checkboxes
2. Click Mark Selected as Attended or Mark Selected as Absent
3. All selected attendees are updated

Automatic Completion

When you mark someone as "Attended":

• Their progress is recorded in the system
• The session counts toward any learning paths
• Certificate/completion records are created
• Post-session surveys may be triggered

Adding Attendees

Adding Someone Who Didn't Book

If someone attended who wasn't originally booked:

1. Click Add Attendee
2. Search for the user
3. Select them from the results
4. They're added to the attendee list
5. Mark them as attended

Adding Walk-Ins

For unexpected attendees:

1. Add them as described above
2. Mark as attended
3. They receive credit for the session

Removing Attendees

Removing a Booking

If someone can't attend:

1. Find them in the attendee list
2. Click Remove or Cancel Booking
3. They're removed from the session
4. Capacity opens for someone else

Before vs After Session

Session Expiry and Attendance

If the session has an expiry configured:

When Attendance Expires

• Attendance is marked as "Expired"
• User needs to attend another session
• Expiry status shows in reports

Tracking Expiry

• View Expiry Status column for each attendee
• Values: Valid, Expiring Soon, Expired

Post-Session Surveys

If surveys are enabled:

Automatic Survey Triggers

After marking attendance:

• Attendees receive survey invitation
• Survey link sent via email
• Responses collected for analysis

Survey Timing

Surveys are typically sent:

• Immediately after marking attendance
• Or after a configured delay

Attendance Reports

Viewing Attendance Data

In reports:

• Filter by session to see who attended
• See attendance rates
• Identify no-shows

Exporting Attendance

1. View the session details
2. Click Export Attendees
3. Download as CSV or Excel
4. Records include status for each person

Best Practices

Mark Attendance Promptly

• Mark attendance on the same day
• Don't wait too long after the session
• Keeps records accurate

Use Consistent Process

Establish a process:

1. Session ends
2. Trainer confirms attendee list
3. Admin marks attendance
4. No-shows are followed up

Handle No-Shows

For users marked as "Not Attended":

• Consider follow-up
• Rebook them for future sessions
• Track patterns of non-attendance

Keep Records

Attendance records serve as:

• Training evidence for compliance
• Audit trail for regulators
• Data for reporting

Troubleshooting