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's 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.

 

Configure attendance settings

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

 

Configure attendance settings during creating or editing a course

Required role: catalog admin or course admin.

To configure attendance settings in the course configuration panel, navigate to the Basic Details section of the relevant course, 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's 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 multiple-sessions enrollment 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 registered for.

 

 

Configure attendance settings in the Course Completion Set

To configure attendance settings in the Course Completion Set:

1. In the LMS365 Admin Center > Training Management > Select the relevant course. The Course Management panel opens.

2. From the Course Management panel, select Course Completion Settings. The Course Completions Settings panel opens.

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

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

The Registered Attendance management options available on the Edit Course Completion Set panel opens depend on the enrollment type. For more information, refer to this article.

 

 

Register attendance

There are several ways learners' attendance can be registered 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.

 

Register attendance via the LMS365 mobile app

Required role: session instructor.

Session instructors can register learners' attendance at sessions via the LMS365 mobile app manually and via the QR code generation.

Learners can register their own attendance through the LMS365 mobile app if the following options for the relevant session are enabled: Allow Learners to register their own Attendance via the LMS365 Mobile App and QR Code is required, or Signature is required.

Find a detailed description on attendance registration by instructors and learners via the LMS365 mobile app in this article.

 

Register attendance via the session Actions panel

Required role: catalog admin, course admin, or session instructor.

While managing course sessions, you 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 for learners 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 these steps:

1. In the LMS365 Admin Center, select the relevant course. The Course Management panel opens.

2. From the Course Management panel, select Manage Course Sessions. The Sessions section of the course configuration panel opens.

 

 

3. From the Sessions section, select the session you'd like to register learners' attendance at. The Actions panel opens.

4. From the Actions panel, select Register Attendance. The Register Attendance panel opens.

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

 

 

5. From the Register Attendance panel, select the learners for whom you want to register.

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

For instructor-led training with the single- and multiple- sessions enrollment types, only the learners who are currently registered for this session are shown. 

 

 

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 panel. If after attendance has been registered, the learner cancels their session registration, the records for this learner will no longer be displayed in this session.

 

 

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

 

Download 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'll be able to generate and download a QR code while managing the session.

To download the QR code, follow these steps:

1. In the Sessions section of the course configuration panel, select the relevant session. The Actions panel opens.

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

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

 

 

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.

 

Register attendance from the Users panel

Required role: catalog admin.

To register learners' attendance via the Users panel, follow these steps:

1. In the LMS365 Admin Center, go to the Users panel > Select the user. The User(s) side panel opens.

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

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

Attendance indicated with a star icon means attendance is a part of the Course Completion Set.

 

 

4. Select the edit icon to the right of the course title. The course progress management panel opens.

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

 

 

• If it's a course of the single- and multiple-sessions enrollment types, you can set attendance only for the session the learner is registered for. If after attendance has been registered, the learner cancels their session registration, the records for this learner will no longer be displayed in this session.

 

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

   

To set attendance for the relevant session, from the session drop-down list, select the relevant attendance value:

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

 

 

6. To save your changes, select Save.

 

Register attendance via the Course Progress panel

Required role: catalog or course admin.

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

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

2. From the Course Management panel, select Course Progress. The course Progress panel opens.

 

 

3. From the opened panel, register attendance depending on the enrollment type of the course. You can also register attendance for future sessions that the learner is registered for.

 

For a course of the all-sessions enrollment type, follow these steps:

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

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

 

 

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.

 

For a course with the single- and multiple-sessions enrollment type, you can set attendance only for the session the learner is registered for. If after attendance has been registered, the learner cancels their session registration, the records for this learner will no longer be displayed in this session.

 

To register attendance, follow these steps:

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. Keep the value All Course Sessions in the field to get a list of all the learners enrolled in the course, as well as those without selected sessions, and if you aren't sure which session the learner is registered for.

 

 

2. Select the learner and then the edit icon.

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

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

 

 

 

4. Select Save to save your changes.

 

Track and report 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

Required role: catalog admin, course admin, or session instructor.

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 and reflects:

• The registered attendance status of the learners registered for the session for instructor-led training with the single- and multiple-sessions enrollment types. If after attendance has been registered for the session, the learner cancels their session registration, the records for this learner will no longer be displayed in this session.
• The registered attendance status of all the users enrolled in instructor-led training with the all-sessions enrollment type. 

 

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

1. In the LMS365 Admin Center, select the relevant course. The Course Management panel opens.

2. From the Course Management panel, select Manage Sessions. The Sessions section of the course configuration panel opens.

3. Under the Sessions section, select the session for which you want to download the attendance report. The Actions panel opens.

4. From the Actions panel, select Register Attendance. The Register Attendance panel opens.

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

 

 

The attendance report Excel file will be downloaded to your device. The report displays information in the language of your browser, if this language is supported by LMS365. Otherwise, it is displayed in English (United States).

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

Name. The name of learners currently registered for this session.

Email. The email address of the learners currently registered for this session.

Department. The department of the learners currently registered for this session.

Manager. The direct manager of the learners currently registered for this session.

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

• Attendance percentage value 100%, 75%, 50%, 25% is stated as 100, 75, 50, 25.
• Absent is stated as 0.
• Absent (Informed) is stated as 1.
• If attendance hasn't been registered, the cell remains empty for this learner.

 

 

 

Modified by. Displays 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. Displays the date when the attendance status was last modified.

 

From the Course Progress panel

Required role: catalog or course admin.

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

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

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. The Course Progress panel opens.

 

 

3. From the Course Progress panel, select the relevant learner. Select the expand arrow near the learner's name to find Attendance.

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 icon. 

4. Select the edit 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 sessions. If the user is enrolled in the instructor-led training of the single- and multiple- sessions enrollment types, you can track learner's registered attendance at sessions they're currently registered for. If, after attendance has been registered, the user cancels their session registration, the records for this learner won't be displayed any more in this session.

 

 

• 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.
• If attendance is set as required to complete the course of the single- and multiple- sessions enrollment types, but you don't see any attendance fields to manage, this means that the user is enrolled in the course without session registration. 

 

From the Users panel

Required role: catalog admin.

You can track learners' registered attendance via the Users page. The Users page allows you to track the attendance of a user for the instructor-led training the user is enrolled in.

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

1. In the LMS365 Admin Center > Users page > Select the relevant user. The User(s) panel opens.

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

 

 

3. From the Learner's Progress panel, you can find the list of courses and training plans for this particular user. Select the expand arrow of the course to see the list of course items and attendance. 

Under the Status column, you'll 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 icon. 

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

 

 

4. Select the edit 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 sessions. If the user is enrolled in the instructor-led training of the single- and multiple- sessions enrollment type, you can track learner's registered attendance at sessions they're currently enrolled in. If, after attendance has been registered, the learner cancels their session registration, the records for this learner won't be displayed any more in this session.

 

 

• 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.
  •  

 

• If attendance is set as required to complete the course of the single- and multiple- sessions enrollment types, but you don't see any attendance fields to manage, this means that the user is enrolled in the course without session registration, as in the following image.

 

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. See this article to get more information on Microsoft Teams attendance tracking. 

 

 

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, catalog admins, course admins, and session instructors can track the registered with signature attendance at a session and download the session attendance report file. The report will display information in the language of your browser, if this language is supported by LMS365. Otherwise, it'll be displayed in English (United States).
• From the Course Progress panel, catalog and course admins can track the registered with signature attendance.
• From the Users panel, 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 these steps:

1. In the LMS365 Admin Center, select the relevant course. The Course Management panel opens.

2. From the Course Management panel, select Manage Sessions. The Sessions section of the course configuration panel opens.

3. On the Sessions section, select the session and on its opened Actions panel, select Print Attendance Sign-in Sheet.

 

 

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

• For courses with the all-sessions 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 the single- and multiple-sessions enrollment types, 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 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.

 

 

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

 

 

QR code registration tracking

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

• Catalog and course admins, and session instructors can track the registered attendance at a session and download the session attendance report file from the Register Attendance panel. 
  
  
  
  
• From the Course Progress panel, admins can track attendance registered through the QR code.
• 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%.

 

Understand 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.

 

 

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 one of the following ways:

• LMS365 Admin Center > Training Management > Course Progress > On the Course progress panel, select the learner > Edit a separate learner's progress > Attendance > User's attendance > Total.
  
  
• LMS365 Admin Center > Users > Select the relevant user to open the User(s) panel > View Learner's Progress > Edit the selected course > Attendance > User's attendance > Total.

 

 

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

 

 

For courses of the single-session enrollment type, the attendance percentage registered for the currently enrolled in this one session is displayed in the Total field.

If, after attendance has been registered, the learner cancels their session registration, the records for this learner won't be displayed any more in this session.

If attendance is set as required to complete the course of the single-session enrollment type, but you don't see any attendance fields to manage, this means that the user is enrolled in the course without session registration. As a result, there'll be no Total and Required fields displayed.

 

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

Each session the user is registered for is considered in the calculation.

 

 

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

If attendance isn't required for course completion, the Total value of attendance is calculated as the average of the sessions the user is registered for.

If you don't see any attendance fields to manage, this means that the user is enrolled in the course without session registration. As a result, there'll be no Total and Required fields displayed.

 

 

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's required for course completion. 

If attendance is set as required to complete the course of the multiple-sessions enrollment type, but you don't see any attendance fields to manage, this means that the user is enrolled in the course without session registration. As a result, there'll be no Total and Required fields displayed.

• 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 user is registered for is used in the calculation.

 

• 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 than required, the Total progress is 0%.

 

 

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 isn't required for this course and the user is registered for sessions, the value in the Total field will be repeated in the Progress column for the Attendance value.

If attendance isn't required for this course and the learner isn't registered for sessions, the learner's attendance progress in this course will display 0% in the Progress column and the Not Started status, as in the following image.

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

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

 

• 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.

 

For more information on how Attendance progress is included in the overall progress calculation of the 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 isn't required for this course:

• If attendance for all sessions in the course is registered as Not Set, the attendance status will be Not Started. 
• If the user is enrolled in the course with the single- and multiple-sessions enrollment type without session registration where attendance isn't required for completion, the learner's attendance progress in this course will display 0% in the Progress column and the Not Started status.
• 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 user is enrolled in the course with the single- and multiple-sessions enrollment type without session registration where attendance is required for completion, the learner's attendance progress in this course will display 0% in the Progress column and the Not Started status.
• If the Total attendance value is less than the Required attendance value, the attendance status will be In Progress, as on the following image.

 

 

 

• 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 following image.

 

 

For more information on how Attendance progress is included in the overall progress calculation of the instructor-led training, navigate to this article.