Attendance registration, tracking, and reporting

Introduction

LMS365 offers a simple and convenient way to register and track learners' attendance at sessions of Classroom & Blended Training and Webinar courses. 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 mandatory 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 either configure attendance settings during the course creation, editing process 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:

Under the Basic Details section of the course creation or editing panel, select a value for the field Minimum Attendance for Completion. A drop-down list allows you to select the minimum attendance percentage required to mark the training as completed. 

The configured minimum attendance with the values 25%, 50%, 75%, and 100% will be included in the Default Completion Set and required to complete the course.

If this course is optional for learners and there is no need to track learners' attendance on sessions within it, you may set the value of the field to Attendance is not required. In this case, attendance will not be set as part of the Default Completion Set and will not influence the course completion.

 

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Configuring attendance settings in the Course Completion Set

To configure attendance settings in the Course Completion Set, follow the steps:

1) In the LMS365 Admin Center > go to the Course List > and select the relevant course.

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

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

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

5) From the Edit Course Completion Set panel:

  • To add attendance to the course completion set, select the Registered Attendance checkbox, and select the required attendance percentage from the drop-down list.
  • To remove attendance from the course completion set, unselect the Registered Attendance checkbox. Thus, attendance will not be required anymore for course completion.

 

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6) Select Save to save the changes. Select Cancel to cancel the action and close the panel. 

More information on Completion Set can be found in this article.

 

Register attendance

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

  • Via the LMS365 mobile app - available for session instructors only.
  • Via the session Actions panel.
  • Via the Learner List.
  • 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 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.

 


NOTE:
You can't register attendance for future sessions. In this case, Register Attendance will be disabled.

 

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

Select the Name checkbox to select all learners in the list.

 

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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 Learner 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.

 

Download_QR.png

 

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 via the Learner List

Course catalog admins and above can register learners' attendance via the Learner List.

To register learners' attendance, follow the steps below:

1) In the LMS365 Admin Center, go to Learner Administration > Learner List > Learner.

2) From the Learner Administration panel, select View Learner's Progress.

 

view_learners_progress.png

 

3) The Learner's Progress panel opens. Here you can find the list of courses this particular learner is enrolled in to. 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.

 

learner_progress.png

 

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.

If it is a course of the enrollment type Enroll user into a single 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 via the Learner List 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.

 


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

 

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%

all_sessions.png

 

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 Course List and select the relevant course.

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

 

course_progress.png

 

The course progress panel opens. Here, 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 type enroll user into all course sessions, 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 to register the learners'  attendance for. 

 

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  3) Select the expand button of the attendance registration status to choose the required attendance status from the list:

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

4) When ready, select Save to save your changes.

 

b) For a course of the enrollment type Enroll user into a single course session, follow the steps below:

   1) From the course Progress panel, select the All Course Sessions expand button to choose the exact session from the drop-down list that you want to register learners' attendance for. If you are not 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 to select the relevant attendance status from the list:

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

single_session.png

 


IMPORTANT:
If the learner was enrolled in the course by the course catalog admin via the Learner List 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 Learner List
  • 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.

Username - 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.

 


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%.

 

    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.

 

attendance_report.png

 

Modified by -  Contains the name of the person who registered attendance.

 


NOTE:
When learners register attendance at 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 and download a report in an Excel file. In the report, you can find the registered attendance records of all learners in a course.

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

1) In the LMS365 Admin Center > select the Course List > 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 session(s).

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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To download the report file with an overview of all learners' registered attendance in a course, follow the steps below:

1) From the opened Course Progress panel, select Download Report. 

 

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2) The report will be downloaded to your device. In the Attendance column, you can find the Total percentage of the registered attendance for each learner in the course.

 

report2.png

 

 

From the Learner List

Course catalog admins and above can track learners' registered attendance via the Learner List. The Learner List 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 Learner Administration > Learner List > select the relevant Learner.

2) From the Learner Administration panel, select View Learner's Progress.

 

view_learners_progress.png

 

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.

 

learner_progress.png

 

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 session(s).

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%.

 

all_sessions_2.png

 

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 allows the session organizer to track session attendance.

 


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

 

Please 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 at 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 and download the results in an Excel file. 
  • From the Learner List, 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.

For courses of the enrollment type Enroll user into all course sessions, sign-in sheets of all the course sessions will be downloaded in a single DOC file. Only the sign-in sheet of the particular session where the learner submitted their signature to register attendance will contain their signature. 

For courses of the enrollment type Enroll user into a single course session, you can select sessions to download sign-in sheet(s) from and track the learner's submitted signature.  

 

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

 

sign_in_sheet.png

 

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 and download the results in an Excel file.  

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

 

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 total calculation.

The attendance completion status depends on the learner's progress with attendance percentage, the learner's total attendance percentage, and whether attendance is required for course completion.

The learner's total attendance percentage impacts the numbers in the Progress column on the Learner's Progress and Course Progress panels.

 

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The Total percentage of the registered attendance at sessions is calculated in the following way:  

The attendance percentages that can be registered for a session are:

  • 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.

 

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

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

 

all_sessions_2.png

 

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 in question.

      • If attendance is not required for this course, the numbers from the Total field on the Learner's Progress panel will be repeated in the Progress column.
      • If attendance is required for completion, the progress is calculated by the system: The Total number is divided into the Required percentage number and multiplied by 100%. This result is stated in the Progress column.

progress.png

 

The completion Status of attendance

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

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 status Completed.

If attendance is required for completion of this 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 number is less than the Required attendance number, the attendance status will be In Progress.
      • If the Total attendance number is equal or more to the Required attendance number, the attendance status will be Completed.

 

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