Attendance registration, tracking, and reporting

Introduction

LMS365 offers a simple and convenient way to register and track learners' attendance at sessions that are either standalone or part of a session group in instructor-led training. This option enables 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 or session groups to complete the training.

In some cases, sessions attendance is 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 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 settings.

 

Configure attendance settings during creating or editing a course

Required role: catalog or course admin.

To configure attendance settings in the instructor-led configuration panel:

1. Navigate to the Basic details section of the relevant course.

2. Select a value in the Minimum Attendance for Completion field. 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 course completion set and will be required to complete the course.
• For the multiple- 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 enrolled groups and/or standalone sessions for which the learner is registered.

 

Configure attendance settings in the Course completion settings

To configure attendance settings in the Course completion settings:

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

2. From the opened Course management panel, select Course completion settings. 

3. From the opened Course completions settings panel, select the required completion set to configure attendance settings. 

4. From the opened Actions panel, select Edit course completion set. 

5. The Registered Attendance management options available on the opened Edit course completion set panel depend on the enrollment type. Select the relevant setting.

For detailed information about how to manage attendance in the course completion set, refer to this article.

 

 

Register attendance

There are several ways learners' attendance can be registered in LMS365:

• Via the LMS365 mobile app.
• 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 QR code generation.

Learners can register their own attendance through the LMS365 mobile app if the following options for the relevant session (standalone or a session group) 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 for standalone sessions and sessions within a group. Attendance in sessions within groups is registered for each session individually.

While managing course sessions, you can also 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. 

2. From the opened Course management panel, select Manage Course Sessions. 

3. From the opened Sessions section, select a standalone session or a session within a group at which you'd like to register learners' attendance.

4. On the opened 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 attendance. To select all learners in the list, select the Name checkbox. 

For instructor-led training with the single- and multiple- enrollment types, only the learners who are currently registered for this session, or this session is a part of group for which they are registered, are listed on the panel.

For the all- enrollment type, all the learners enrolled in the course 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 panel, the Users page, from the Email Learners.

If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.

 

 

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 session, you'll be able to generate and download a QR code while managing the session. Each session (standalone and within a group) requires a separate QR code to share with learners.

To download the QR code for a session, follow the steps:

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

2. From the opened 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 the steps:

1. The LMS365 Admin Center > Users > 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 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 it's a part of the Course completion set.

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

 

 

5. From the opened panel, in the Attendance tab, set the learner's attendance. You can set attendance for past and active sessions.

For a course of the single- and multiple- enrollment types, you can set attendance only for the sessions for which the learner is registered and sessions that are part of group for which the learner is registered.

If the user was enrolled in the course without registration for a specific session or session group, you won't be able to register attendance for this learner. The Attendance tab won't be available to register attendance before the learner is registered for the relevant session or a session group.

If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.

 

For the course of the all- enrollment type, a list of all sessions and session groups available in this course will be presented and available for attendance registration.

To set attendance for the relevant session (standalone or within a group), select the session and set the relevant attendance value:

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

 

 

6. To save your changes, select Save. To cancel the action, close the panel.

 

Register attendance via the Course Progress panel

Required role: catalog or course admin.

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

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

2. From the opened Course management panel, select Course progress. The course Progress panel opens.

3. From the opened panel, in the Attendance tab, set the learner's attendance. You can set attendance for past and active sessions.

 

For a course of the all- enrollment type, further steps are the following:

1. In the Attendance tab, select the relevant session (standalone or within a group).

2. 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%

3. Select Save.

 

For a course with the single- and multiple- enrollment type, you can set attendance only for the sessions for which the learner is registered and sessions that are part of a group for which the learner is registered.

If the user was enrolled in the course without registration for a specific session or session group, you won't be able to register attendance for this learner because the Attendance tab won't be available to register attendance before the learner is registered for the relevant session or a session group.

If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.

 

To register attendance in a session with the single- and multiple- enrollment type, the steps are as follows:

1. From the Course Progress panel, select a learner to register attendance. By default, the panel displays all the learners enrolled in the course as well as those who aren't registered in any session or session group.

You can also use the All course sessions filter to find learners according to their registration for a session or a session group. For this, select All course sessions to call out the drop-down list, which shows all available standalone sessions and session groups in the course. Select the standalone session or session group for which you want to register learners' attendance.

Keep All course sessions if you're unsure of the session for which the learner is registered.

 

 

2. Select the edit icon near the selected learner.

3. On the opened panel, in the Attendance tab, you can set attendance for past and active sessions. Select the session (standalone or within a group), 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 cancel the action, close the panel.

 

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 Email Learners panel of a standalone session or a session group.
• 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.

From the session Register Attendance panel, admins and session instructors can track registered attendance at a session (standalone or a group) and download the session attendance report file from the Register Attendance panel.

For instructor-led training with the single- and multiple- enrollment types, the panel and the downloaded report contain the registered attendance status of the learners registered for a session (standalone or a group). If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.

 

For instructor-led training with the all- enrollment type, the panel and the downloaded report contain registered attendance status of all the learners enrolled in instructor-led training.

 

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

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

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

3. Under the Sessions section, select the session (standalone or within a group) for which you want to download the attendance report. 

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

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

 

 

The attendance report in the 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 session 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.
  • 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%.
  • 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 Email Learners panel 

Required role: catalog or course admin.

You can track the attendance of learners registered for standalone sessions or session groups when you select Email learners from the Sessions section of the course configuration panel.

To find the Email learners panel:

1. The LMS365 Admin Center > Training Management > select a course.

2. From the opened Course management panel, select Manage Course Sessions to open the Sessions section.

3. Select a standalone session or a session group to open the Actions panel.

4. Select Email learners to open the Email learners panel. Here, you can track the attendance set in the Attendance column.

The attendance progress displayed on the Email learners panel depends on whether it's a standalone session or a session group.

• For standalone sessions, the learner's exact attendance set for this session is displayed for every learner registered for the session. If attendance wasn't set for a learner, the Attendance column for this learner is empty.
• For a session group, the panel displays the average attendance value for all the sessions within a group. If a learner's attendance in all group sessions is set as Absent or Absent (Informed), the panel displays the average value respectively as Absent or Absent (Informed). 

 

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 the 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. 

3. From the opened 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 or session group of the course.

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

• The learner's registered attendance at sessions. If the user is enrolled in instructor-led training of the single- and multiple- enrollment types, you can track learner's registered attendance at sessions for which they're currently registered and in sessions of the groups for which they're registered. If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.
• 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.
• The Average attendance value for each session group.
• If attendance is set as required to complete the course of the single- and multiple- 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 enables you to track the attendance of a user for the instructor-led training in which the user is enrolled and for which they're registered in a session (standalone or session group).

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

1. In the LMS365 Admin Center > Users page > Select the relevant user. 

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

3. From the opened 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 in details in the Attendance tab.

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

• The learner's registered attendance at sessions. If the user is enrolled in instructor-led training of the single- and multiple- enrollment types, you can track learner's registered attendance at sessions for which they're currently registered and in sessions of the groups for which they're registered. If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner won't be displayed in this cancelled session or in sessions of a cancelled session group.
• 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.
• The Average attendance value for each session group. 
• If attendance is set as required to complete the course of the single- and multiple- enrollment types, but the Attendance tab isn't displayed, this means that the user is enrolled in the course without session registration. The Attendance tab won't be available to register attendance before the learner is registered for a session or session group.

 

 

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 a signature to self-register attendance for the session via the LMS365 mobile app, admins can track their 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 standalone session or sessions that are part of a group from the course Sessions section.

• From the session Register Attendance panel, catalog admins, course admins, and session instructors can track attendance at a session that was registered with a signature and download the session attendance report file. This report doesn't contain the learners' signatures but has 100% as registered attendance when the learner registered their attendance with a signature. 

• From the Email Learners panel, catalog admins, course admins, and session instructors can track attendance registered with a signature at a session. This panel doesn't contain the learner's signatures but has 100% as registered attendance when the learner registered attendance with a signature. 

• From the Course Progress panel, catalog and course admins can track attendance registered with a signature. This panel doesn't contain the learner's signatures but has 100% as registered attendance when the learner registered attendance with a signature. 

• From the Users panel, catalog admins can track learners' attendance registered with a signature. This panel doesn't contain the learner's signatures but has 100% as registered attendance when the learner registered attendance with a signature. 

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

 

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

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

2. From the opened Course management panel, select Manage Sessions to open the Sessions section of the course configuration panel.

3. On the Sessions section, select Print Attendance Sign-in Sheet.

 

 

 

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

• For courses with the all- enrollment type, the Word document with all standalone and group 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. The sign-in sheets for group sessions aren't grouped, but displayed as separate sign-in sheets.

• For courses with the single- and multiple- enrollment types, selecting the Print Attendance Sign-In Sheet opens the list of all standalone and group sessions for the course. By default, no sessions or groups are selected. At the bottom of the page, select Print All to download all sign-in sheets to your device.

You can print a separate sign-in sheet for a standalone session, a session group, separate sessions within a group, or any combination of these. The downloaded sign-in sheets for group sessions aren't grouped, but displayed as separate sign-in sheets.

 

 

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

 

 

QR code registration tracking

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

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

• Catalog, course admins, and session instructors can track the registered attendance at a session (standalone or within a group) and download the session attendance report file from the Register Attendance panel.

• From the Email Learners panel, catalog admins, course admins, and session instructors can track the attendance at a session that was registered through a QR code (standalone or within a group).

• From the Course Progress panel, catalog and course admins can track attendance registered through the QR code.

• Catalog admins can track learners' attendance registered through the QR code via the Users panel. 

 

Understand the attendance Status, Progress, and the Total value calculation

The attendance completion status depends on whether attendance is required for course completion, whether the learner reached the required percentage of 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 the course and attendance on the Learner's Progress and Course Progress panels.

 

The Total learner's attendance value calculation

The Total percentage value of the learner's 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 in one of the following ways:

• Catalog admins can find this information from the Users panel.

LMS365 Admin Center > Users > select the relevant user > View Learner's Progress > edit the selected course > the Attendance tab > Total.

 

• Catalog or course admins can find this information from the Course Progress panel.

LMS365 Admin Center > Training Management > Course Progress > select the learner > edit the learner's progress > the Attendance tab > Total.

 

The value in the Total field depends on the enrollment type of the course and is calculated accordingly. Below, we describe the calculation of the learner's total attendance percentage, which is displayed in the Total field for each enrollment type.

 

 

The single- enrollment type

For courses of the single- enrollment type, the calculation of the total value depends on whether the learner is registered for a single session or for a session group.

If attendance is set as required to complete the course of the single-session enrollment type but you don't see the Attendance tab, this means that the user is enrolled in the course without session registration. As a result, the Total and Required fields won't be displayed.

If, after attendance has been registered, the learner cancels their registration for a standalone session or a session group, the records for this learner will no longer be displayed in this cancelled session or in sessions of a cancelled session group.

 

• If the learner is registered for a single standalone session, the attendance percentage registered for this session is displayed in the Total field.

 

 

• If the learner is registered for a single session group, the attendance percentage displayed in the Total field is the Average attendance percentage of all the sessions in this group, as in the following image. The Average attendance value is automatically calculated and updated.

 

The all- enrollment type

For courses of the all- enrollment type, the learner's Total attendance percentage is calculated as the average of all the sessions and session groups that exist in the course. The Average attendance for groups is calculated automatically and stated for each session group near its title.

 

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

If the user was enrolled in the course without registration for a specific session or session group, you won't be able to register and track attendance for this learner because the Attendance tab won't be available before the learner is registered for the relevant session or a session group. As a result, the Total and Required fields won't be displayed.

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

 

 

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

 

• If All enrolled groups or standalone sessions is set, this means that the learner must attend all the sessions and/or groups for which they're registered to complete the course.

In this case, the average percentage of a learner's attendance in all sessions and/or session groups is calculated and displayed in the Total field. Еach standalone session and a session group for which the user is registered is used in the calculation. If attendance is registered as Not Set, it'll still be counted in the total calculation with an equivalent of 0%.

Each session has the Average attendance percentage specified. The Average attendance value is automatically calculated and updated.

 

• For the Defined number of groups and standalone sessions, the Total attendance value depends on whether the learner is enrolled in the number of session groups and/or standalone sessions defined in the course completion set, as well as the registered learner's attendance.

The Total attendance value is calculated as the average of all registered attendance for the standalone sessions and/or group sessions.

 

 

The Total learner's attendance will be 0% in the following cases:

• If a learner is registered in sessions that are required to complete a course and for at least one of the standalone required sessions, attendance is set as Not Set or Absent.
• If a learner is registered in session groups that are required to complete the course and the Average attendance in a session group is 0%. This happens when attendance for all sessions within a group is registered as Not Set and/or Absent.
• The learner is registered in fewer standalone sessions and/or session groups than the number defined in the course completion set.

 

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 standalone sessions and/or session groups, the value in the Total field on the Attendance tab will be repeated in the Progress column.

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

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

 

• 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 displayed in the Progress column.

 

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

 

The completion Status of attendance

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

The attendance completion status can be:

• Completed
• In progress
• Not started

If attendance isn't required for this course:

• If attendance for all sessions (standalone and within groups) in the course is registered as Not Set, the attendance status will be Not started. 
• If the user is enrolled in a course with the single- and multiple- enrollment type without registering for sessions but where attendance isn't required for completion, the learner's attendance progress in this course will display 0% in the Progress column and will have 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 (standalone and within groups) in the course is registered as Not Set, the attendance status will be Not started. If the user is enrolled in a course with the single- and multiple- enrollment type without registering for sessions but where attendance is required for completion, the learner's attendance progress in this course will display 0% in the Progress column and will have the Not started status.
• If the Total attendance value is greater than or equal to the Required attendance value, the attendance status will be set to Completed.
• If the Total attendance value is less than the Required attendance value, the attendance status will be In progress, as in the following image.

 

 

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