Attendance registration, tracking, and reporting

Introduction

LMS365 offers a simple and convenient way to register and track learners' attendance at sessions of the instructor-led training. This option allows admins to effectively keep track of learners' general progress, to understand which sessions the learner has followed, and to register absent learners.

Attendance can also be set as required for course completion, making it necessary for learners to attend sessions to complete the training.

In some cases, sessions are optional for users. In this case, there is no need to track learners' attendance.

Moreover, the session instructor can register learners' attendance via the LMS365 mobile app. Learners, in their turn, can self-register their attendance via the LMS365 mobile app, if this option is enabled.

This guide will cover how to configure, register, and track attendance.

 

Configuring attendance settings

You can configure attendance settings during course creation, while editing, or in the Course Completion Set.

 

Configuring attendance settings during the course creation or editing process

To configure attendance settings in the course creation or editing panel, navigate to the Basic Details section, then select a value for the field Minimum Attendance for Completion. This enables you to define whether attendance is required for course completion and to set a minimum percentage attendance that is required for learners to complete the course. 

  • When Attendance is not required is selected, attendance won't be a part of the Default Completion Set and it won't influence course completion.
  • The configured minimum attendance with the values 25%, 50%, 75%, and 100% will be included in the Default Completion Set and will be required to complete the course.
  • For the Enroll user into multiple course sessions type, go to the Course Completion Set to further modify attendance settings. By default, the set minimum attendance percentage will be applied to all sessions that the learner is enrolled in.

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Configuring attendance settings in the Course Completion Set

To configure attendance settings in the Course Completion Set:

1. In the LMS365 Admin Center > go to the Training Management > select the relevant course.

2. From the Course Management Panel, select Course Completion Settings.

3. From the Course Completions Settings panel, select the required Completion Set to configure attendance settings. 

4. From the Actions panel, select Edit Course Completion Set.

The Registered Attendance management options available depend on the enrollment type. For more information, please refer to the Course Completion Sets article.

 

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Register attendance

There are several ways admins can register learners' attendance in LMS365:

  • Via the LMS365 mobile app - available for session instructors only.
  • Via the session Actions panel.
  • Via the Users panel.
  • Via the Course Progress panel.

 

Registering attendance via the LMS365 mobile app

IMPORTANT   

Only session instructors can register learners' attendance on sessions via the LMS365 mobile app. The LMS365 mobile app allows instructors to register attendance manually and via the QR code generation.

 

You can find a detailed description on attendance registration via the LMS365 mobile app in this article.

 

Registering attendance via the session Actions panel

While managing course sessions, the admin can manually register learners' attendance and/or download a QR code for learners to be able to self-register their attendance. 

The QR code is made available to learners who will be able to register their attendance at the session by scanning the QR code through the LMS365 mobile app.

To register learners' attendance while managing course sessions, follow the steps below:

1. In the LMS365 Admin Center, select the relevant course.

2. From the Course Management panel, select Manage Course Sessions.

 

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3. From the opened Sessions section, select the session you would like to register learners' attendance at.

4. From the opened Actions panel, select Register Attendance.

Register Attendance action is unavailable for sessions with the future date.

 

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5. From the opened Register Attendance panel, select the learners to register attendance for.

To select all learners in the list, select the Name checkbox. 

 

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6. Select Register Attendance and choose the relevant registration option from the drop-down list:

  • Absent
  • Absent (informed)
  • 25%
  • 50%
  • 75%
  • 100%

The registered attendance will be reflected under the Attendance column, in the learner's progress in the Course Progress and the Users list.

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If the learner's registered attendance requires changes, this can be done by following the steps above.

 

Downloading a QR code for attendance registration

If the option Allow learners to register their own attendance via the LMS365 mobile app with QR code required is enabled for the course in question, you will be able to generate and download a QR code while managing the session.

To download the QR code, follow the steps below:

1. Select the relevant session.

2. From the Actions panel, select Download QR code for Attendance Tracking.

The QR code will be downloaded to your device in PDF format.

 

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3. Share the QR code with learners to let them scan the QR code and register their attendance

The sharing options may differ depending on your device and the available apps, but available options can be: send via email, share via social networks, save to storage and share access, send as a message, download, share via Bluetooth, print, and share on an external monitor.

 

Registering attendance from the Users panel

Course catalog admins and above can register learners' attendance via the Users panel.

To register learners' attendance, follow the steps below:

1. In the LMS365 Admin Center, go to the Users panel> Select the user.

2. From the opened User(s) side panel, select View Learner's Progress.

3. From the opened Learner's Progress panel, you can find the list of courses this particular learner is enrolled in. Select the expand button of the course to see the course items list and attendance settings. 

A star icon near attendance means attendance is a part of the Course Completion Set.

 

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4. Select the edit edit_icon.png icon to the right of the course title.

5. From the opened panel, under Attendance, you can set the learner's attendance at the required sessions.

 

NOTE   

Also, future sessions are listed here allowing you to register attendance for future sessions.

 

If it is a course of the enrollment type Enroll user into a single- and multiple- course session, you can set attendance for the session the learner is enrolled in.

 

NOTE   

If the learner was enrolled in the course by the course catalog admin from the Users panel or by the course admin from the People section of the create/edit panel without assignment to a specific session, you will not be able to register attendance for this learner. There will be no session field available to register attendance before you have enrolled the learner in the relevant session or learner enrolled themselves in a session.

 

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If the course is of the enrollment type Enroll user into all course sessions, a list of all sessions available in this course will be presented and available for attendance registration.

 

Select the expand button of the attendance registration status to select the relevant attendance from the list:

  • Not Set
  • Absent
  • Absent (informed)
  • 25%
  • 75%
  • 100%

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6. To save your changes, select Save.

 

Registering attendance via Course Progress 

Course administrators and above can register learners' attendance via the Course Progress.

To register learners' attendance via the Course Progress, follow the steps below:

1. In the LMS365 Admin Center, go to Training Management and select the relevant course.

2. From the Course Management panel, select Course Progress.

 

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3. From the opened course Progress panel, you can register attendance of all learners that are enrolled in the course.

 

NOTE   

You can also register attendance for future sessions that the learner is enrolled in.

 

The next steps differ depending on the enrollment type of the course:

a) For a course of the enroll user into all course sessions enrollment type, follow the steps below:

  1. From the Progress panel, select the learner and then the edit icon edit_icon.png.

  2. From the opened panel, expand Attendance to select the relevant session.

 

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  3. Select the expand arrow of the attendance registration status and choose the relevant attendance status from the list:

  • Not Set
  • Absent
  • Absent (informed)
  • 25%
  • 75%
  • 100%

4. Select Save.

 

b) For a course of the enrollment type Enroll user into a single- and multiple- course sessions, follow the steps below:

  1. From the course Progress panel, select All Course Sessions to choose the session from the drop-down for which you want to register learners' attendance. If you aren't sure which session the learner is enrolled in, keep the value All Course Sessions in the field.

 

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2. Select the learner and then the edit edit_icon.png icon.

3. From the Attendance section, select the expand button of the registration status and choose the relevant attendance status from the list:

  • Not Set
  • Absent
  • Absent (informed)
  • 25%
  • 75%
  • 100%

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NOTE   

If the learner was enrolled in the course by the course catalog admin via the Users panel or by the course admin from the People section of the create/edit course panel without assignment to a specific session, you will not be able to register the attendance of this learner. There will be no session field available to register attendance before you have enrolled the learner in a session of the course or learner enrolled in a session themselves.

 

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4. Select Save to save your changes.

 

Tracking and reporting attendance

Registered attendance can be tracked, and attendance reports can be downloaded in multiple ways:

  • From the session Register Attendance panel.
  • From the Course Progress panel.
  • From the Users panel.
  • Via Microsoft Teams.

Also, admins can track attendance registered via QR codes and learners' signatures.

 

From the session Register Attendance panel

Admins and session instructors can track registered attendance at a session and download the session attendance report file from the Register Attendance panel.

The session report contains the information from the Register Attendance panel.

To download the attendance report on the session in an Excel file, follow the steps below:

1. In the LMS365 Admin Center, select the relevant course.

2. From the Course Management panel, select Manage Sessions.

3. Under the Sessions section, select the session for which you would like to download the attendance report. 

4. From the opened Actions panel, select Register Attendance.

5. From the Register Attendance panel, select Export to download the session attendance report.

 

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The attendance report Excel file will be downloaded to your device.

The session report contains the same information as the Register Attendance panel:

Name - Contains the name of learners enrolled in this session.

Email - The email of the learners enrolled in this session.

Department - The department of the learners enrolled in this session.

Manager - The direct manager of the learners enrolled in this session.

Attendance - The percentage value of the registered attendance for the learner in question:

  a) Attendance percentage value 100%, 75%, 50%, 25% is stated as 100, 75, 50, 25.

  b) Absent is stated as 0.

  c) Absent (Informed) is stated as 1.

  d) If attendance has not been registered, the cell remains empty for this learner.

 

NOTE   

When learners register attendance at a session via the LMS365 mobile app by scanning the QR code or providing their signature, their session attendance is set to 100%.

 

 

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Modified by - Contains the name of the person who registered attendance. When learners register their attendance for a session via the LMS365 mobile app, their name is specified in this column. 

Last modified - Contains the last date when the attendance status was modified.

 

From the Course Progress panel 

From the Course Progress panel, admins can track the registered attendance.

To track the attendance of a particular learner in a course, follow the steps below:

1. LMS365 Admin Center > Training Management > Select the relevant course.

2. Select Course Progress either on the Course Management panel or near the course title.

 

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3. From the opened Course Progress panel, expand the learner's name to find Attendance.

 

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Under the Status column, you find the completion status of attendance: Completed, In Progress, Not Started. 

Under the Progress column, the attendance progress percentage is specified.

You can delete a learner's attendance by selecting the delete delete.png icon. 

4. Select the edit edit_icon.png icon to the right of the learner's name to track the set attendance for each session of the course.

5. From the opened panel, under Attendance, you can track:

  • The learner's registered attendance at the required sessions.

NOTE   

When learners register attendance at a session via the LMS365 mobile app by scanning the QR code or providing their signature, their session attendance is set to 100%.

 

  • The Total percentage of the registered attendance.
  • The Required percentage to complete the course, if attendance is set as required and is part of the Course Completion Set.

 

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From the Users panel

Course catalog admins and above can track learners' registered attendance via the Users panel. The Users panel allows you to track the attendance of a learner for all the session-based training the learner is enrolled in.

To track a learner's registered attendance, follow the steps below:

1. In the LMS365 Admin Center, go to Users > select the relevant learner.

2. From the opened User(s) panel, select View Learner's Progress.

 

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3. The Learner's Progress panel opens. Here, you can find the list of courses this particular learner is enrolled in. Select the expand button of the course to see the list of course items and attendance. 

Under the Status column, you will find the completion status of attendance: Completed, In progress, Not Started. 

Under the Progress column, the reported attendance percentage progress is shown.

You can delete a learner's attendance by selecting the delete delete.png icon. 

The star icon near Attendance means that attendance is set as a part of the Course Completion Set.

 

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4. Select the edit edit_icon.png icon to the right of the course title to view the registered attendance for each session of the course.

5. From the opened panel, you can track the following under Attendance:

  • The learner's registered attendance at the required sessions.

 

NOTE   

When learners register attendance at a session via the LMS365 mobile app by scanning the QR code or providing their signature, their session attendance is set to 100%.

 

  • The Total percentage of the registered attendance.
  • The Required percentage to complete the course, if attendance is set as required and is part of the Course Completion Set.
    •  

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Via Microsoft Teams

If the Let LMS365 schedule the Teams meeting toggle is enabled for a session, the session will be conducted in Microsoft Teams. The Microsoft Teams app functionality enables the organizer to view and generate downloadable Teams attendance reports when they join the meeting. To be able to download attendance reports from meetings generated by the LMS365, use the organizer account configured in the Microsoft 365 Connection Settings when logging in to Microsoft Teams. Please see this article to get more information on Microsoft Teams attendance tracking. 

 

NOTE   

The Microsoft Teams app attendance tracking and reporting functionality is not synchronized with LMS365 attendance tracking and reporting.

 

Track attendance registered with signature 

When a learner provides signature to self-register attendance for the session via the LMS365 mobile app, admins can track the registered by learner attendance and the submitted signatures in the following ways:

  • Catalog admins, course admins, and session instructors can download and print the Attendance Sign-In Sheet with the submitted learners' signatures for a particular session from the course Sessions section.
  • From the session Register Attendance panel, admins and session instructors can track the registered with signature attendance at a session and download the session attendance report file.
  • From the Course Progress panel, admins can track the registered with signature attendance.
  • From the Users panel, course catalog admins can track learners' attendance registered with signature. 

When learners register their attendance at a session via the LMS365 mobile app by providing the signature, their session attendance is registered as 100%.

 

To download the Attendance Sign-In Sheet, follow the steps below:

1. In the LMS365 Admin Center, select the relevant course.

2. From the Course Management panel, select Manage Sessions.

3. From the opened panel, select Print Attendance Sign-in Sheet.

 

NOTE   

Print Attendance Sign-in Sheet will be disabled:

  • During course creation.
  • On the edit mode of the existing course if no sessions are listed.

When you select the Print Attendance Sign-in Sheet button, the following actions are possible:

  • For courses with Enroll user into all course session enrollment type, the Word.doc file with all sessions sign-in sheets will be automatically downloaded to your device. In the downloaded file, you'll find separate attendance sheets for each session of the course.
  • For courses with Enroll user into a single- and multiple course session enrollment type, the Print Attendance Sign-In Sheet will open with the list of all course sessions. By default, no session is selected. At the page bottom, select Print All button to download all sign-in sheets to your device. To print a separate sign-in sheet for the specific sessions, select the relevant sessions in the list.

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4. The downloaded Attendance Sign-In Sheet contains the learners' submitted signatures.

 

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QR code registration tracking

Attendance registration done with the QR code can be tracked in the following ways:

a) Admins and session instructors can track the registered attendance at a session and download the session attendance report file from the Register Attendance panel.

 

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b) From the Course Progress panel, admins can track attendance registered through the QR code.

c) Course catalog admins can track learners' attendance registered through the QR code via the Users panel

When learners register attendance at a session via the LMS365 mobile app by scanning the QR code, their session attendance is registered as 100%.

 

Understanding the attendance Status, Progress, and the Total value calculation.

The attendance completion status depends on whether attendance is required for course completion, the learner's progress with attendance, the value in the Total field, and the enrollment type of the Instructor-Led training.

The value in the Total field impacts the numbers in the Progress column for course and attendance on the Learner's Progress and Course Progress panels.

 

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The Total value calculation

The Total percentage value of the registered attendance at sessions depends on the enrollment type of the instructor-led training. You can find the Total percentage value of a learner's attendance the in following way:

  • Training Management panel > Course progress > Learner> Course progress panel > Edit a separate learner's progress > Attendance > User's attendance > Total.
  • Users > Learner> View Learner's Progress > Edit the selected course > Attendance > User's attendance > Total.

 

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The value in the Total field depends on the enrollment type of the course and is calculated in the following way:

 

NOTE   

The set attendance specified in the field for each session has the percentage equivalent.

Set attendance percentage equivalents are the following:

  • Not Set - is equal to 0%
  • Absent - is equal to 0%
  • Absent (Informed) - is equal to 1%
  • 25%
  • 50%
  • 75%
  • 100%

When learners register their attendance at a session via the LMS365 mobile app, their attendance percentage at the session is set as 100%.

  • For courses of the enrollment type Enroll user into a single course session, the attendance percentage registered for this one session is displayed in the Total field.


EXAMPLE

On the image below, the learner has the set attendance as Absent (Informed). In the Total field, you can track 1%, which is the equivalent of Absent (Informed).

 

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  • For courses of the enrollment type Enroll user into all course sessions, the average percentage of learner's attendance in all course sessions is calculated and displayed in the Total field. 

Еach session the learner is enrolled in is considered in the calculation.

NOTE   

If attendance is registered as Not Set, it will still be counted in the total calculation, with an equivalent of 0%.


EXAMPLE

In the image below, there are five sessions in the course. The Total value is 30.2%. The calculation is as follows: the total percentage of the sessions, that is (100%+50%+0% (as Absent equals 0%) +1% (as Absent (Informed) equals 1%) +0% (as Not Set equals 0% and is also calculated in the average number) = 151%, is divided into 5 (sessions). The result is 30.2%.

 

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  • For courses of the enrollment type Enroll user into multiple course sessions, the Total value calculation depends on whether attendance is required for course completion.

If attendance is not required for course completion, the Total value of attendance is calculated as the average of the sessions the learner is enrolled in.

 

NOTE   

If attendance is registered as Not Set, it will still be counted in the total calculation, with an equivalent of 0%.

If attendance is required, the Total value is calculated depending on the setting for the number of sessions that must be completed: All enrolled sessions or the Defined number of sessions that is required for course completion. 

  • If All enrolled sessions is set, the average percentage of a learner's attendance in all course sessions is calculated and displayed in the Total field. Еach session the learner is enrolled in is used in the calculation.

NOTE   

If attendance is registered as Not Set, it will still be counted in the total calculation with an equivalent of 0%.


EXAMPLE

On the image below, the learner is enrolled in three sessions of the course. The Total value is 33.7%. The calculation is as follows: 1% (as Absent (Informed) equals 1%) +100% +0% (as Not Set equals 0% and is also calculated in the average number) = 101%, which is divided into 3 (sessions). The result is 33.7%.

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For the Defined number of sessions, attendance for each required session must be registered as Absent (Informed), 25%, 50%, 75% or 100%. The Total value is calculated as the average of all registered attendance. Otherwise, if attendance for all or several sessions is set as Not Set or Absent, and/or the number of the enrolled in sessions is less then required, the Total progress is 0%.

 


EXAMPLE

On the image below, the learner is enrolled in three sessions, where only two are set as required to complete. The Total value (50.5%) is calculated in the following way: the first two registered sessions have 100% + 1% (as Absent (Informed) equals 1%) =101 / 2 (as two sessions are defined for completion) = 50.5%.

 

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IMPORTANT   

The Total progress is 0% when attendance for the course with the multiple-sessions enrollment type with the Defined number of sessions:

  • Attendance for all or several sessions is set as Not Set or Absent and/or the number of the enrolled in sessions is less than required. 
  • The number of sessions the learner is enrolled in is less than required to complete the course regardless of the registered attendance.

EXAMPLE

On the image below, the learner is enrolled in three sessions with the registered attendance. The defined number of sessions to complete the course is four sessions. As a result, the Total value is 0%, because the number of sessions the learner is enrolled in is less than what is required to complete the course.

 

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The Progress percentage of attendance

The attendance percentage stated in the Progress column depends on whether attendance is set as required to complete the course:

  • If attendance is not required for this course, the value in the Total field on the Learner's Progress panel will be repeated in the Progress column for the Attendance value.

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  • If attendance is required for completion, the learner's attendance progress in this course is calculated depending on the set Required attendance percentage:

a) If the value in the Total field is greater than or equal to the Required value, you will see 100% in the Progress column for attendance for the learner.


EXAMPLE

On the image below, the Total value is 50.3% and the Required value is 50%, meaning the learner met the set attendance percentage requirement for the course. This is why the Progress column contains the 100% value in the Attendance line.

 

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b) If the value in the Total field is less than the Required value, the value in the Total field is divided into the Required percentage value and multiplied by 100%. This result is stated in the Progress column.

 


EXAMPLE

On the image below, the Total value is 50.3% divided by the Required value 75% and multiplied by 100% = 67%. The 67% value is specified in the Progress column for the learner's Attendance.

 

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For more information on how Attendance progress is included in the overall progress calculation of Instructor-Led Training, navigate to this article.

 

The completion Status of attendance

The completion Status of attendance depends on whether attendance is set as required to complete the course. 

Attendance Completion Status can be:

  • Completed
  • In Progress
  • Not Started

If attendance is not required for this course:

  • If attendance for all sessions in the course is registered as Not Set, the attendance status will be Not Started.
  • Any other registered attendance will bring attendance to the Completed status.

If attendance is required to complete the course:

  • If attendance for all sessions in the course is registered as Not Set, the attendance status will be Not Started.
  • If the Total attendance value is less than the Required attendance value, the attendance status will be In Progress, as on the image below.

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IMPORTANT   

The attendance status will be In Progress with 0% in the multiple-session enrollment type, where the definite number of sessions is set to complete the course, when:

  • Attendance for all or several sessions is set as Not Set or Absent, and/or the number of the enrolled in sessions is less than required. 
  • The number of the sessions the learner is enrolled in is less than required to complete the course regardless of the registered attendance.

EXAMPLE

On the image below, the learner is enrolled in three sessions with the registered 100% attendance. The defined number of sessions to complete the course is four sessions. As a result, the Total value is 0%, the Progress column for attendance has 0% because the number of sessions the learner is enrolled in is less than what is required to complete the course.

 

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  • If the value in the Total field is greater than or equal to the Required attendance value, the attendance status will be Completed, as on the image below.

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For more information on how Attendance progress is included in the overall progress calculation of the Instructor-Led Training, navigate to this article.

 

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