Use this article if the Events page has a Create New Event button. If it has a New event button, see the articles in Events and sessions.
Use the event reports to see the capacity, the bookings and the attendance of your events. Mark attendance for a session on the session page, or in a CSV file that you upload.
Before you start
Each task in this article needs a permission. The table gives the permission for each task and the default roles that have it.
| Task | Permission | Default roles |
|---|---|---|
| Run the Event Schedules report, and run the Schedule Signups report | View schedules | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Mark attendance for a session, and refresh attendance from the meeting provider | Edit session signups | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Session Admin (for its sessions), Session Facilitator (for its sessions), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Download the attendance register, and run the attendance report for a session | View session signups | Organisation Admin, Event Admin, Schedule Admin, Session Admin, Session Facilitator, Learning Experience Admin and Learning Experience Tutor |
| Import session attendance from a file | Edit session signups | Organisation Admin, Event Admin (for its events), Schedule Admin (for its schedules), Session Admin (for its sessions), Session Facilitator (for its sessions), Learning Experience Admin (for its learning experiences) and Learning Experience Tutor (for its learning experiences) |
| Run the attendance report for a schedule | View schedule signups | Organisation Admin, Event Admin, Schedule Admin, Learning Experience Admin and Learning Experience Tutor |
Run the Event Schedules report
The Event Schedules report shows the capacity and the bookings of every schedule of one event, in one table.
- On the Events page, open the event, and select All Schedules if the sessions of one schedule open.
- Select Report.
- Select Event Schedules.
The table opens with one row for each schedule. The columns are Schedules, Sign up Opens, Sign up Closes, Places Available, Number of Bookings, Number of Waitlisted and Number of Cancellations. Select a schedule name to open the sessions of that schedule.
Select Export CSV to download the table.
Run the Schedule Signups report
The Schedule Signups report lists every signup to every schedule of one event, with the status and the cancellation details of each.
- On the Events page, open the event, and select All Schedules if the sessions of one schedule open.
- Select Report.
- Select Schedule Signups.
The table opens with one row for each signup. The columns are First Name, Last Name, Email, Job Role, Manager, Schedule Name, Status, Signup, Additional Notes, Cancellation Time and Cancellation Note. A Facilitator column also shows when your organisation uses session facilitators. The Status column shows values such as "Booked", "Waitlisted" and "Cancelled by User".
Select Export CSV to download the table.
Mark attendance for a session
You can record whether each attendee came to a session, and add a note for each one, on the session page.
- Open the session.
- Find the attendee in the table under Manage Attendance.
- In the Attendance column, select a status.
- Add a note in the Notes column if you need one.
- Select Save Changes.
You see "Saved successfully". The statuses are Fully Attended, Partially Attended, Approved Absence and No Show. Before you choose one, the column shows "Select Attendance". A note can have up to 255 characters.
Use the search box to find an attendee in a long list. To mark many attendees with one status, select their rows, then select Bulk Marking and choose the status. Then select Save Changes.
On the session page, you can mark attendance only after the session has started. Before then the Attendance and Notes fields are off, and the hover text says "Marking will be available when the session starts".
If you leave the page with changes that you did not save, you see "Changes Detected".
A learner's event completes in their learning experience when the number of sessions that you mark Fully Attended reaches the Required Attendance of the schedule. The statuses "Partially Attended", "Approved Absence" and "No Show" do not count towards it.
Download the attendance register
The attendance register is a CSV file with the attendees of one session, so that you can mark attendance offline.
- Open the session.
- Under Manage Attendance, select Download Attendance Register.
- Read the guide in the dialog.
- Select Download.
The CSV file downloads to your computer. Do not edit the Signup ID column, because it matches each row to an attendee when you upload the file again.
In the Attendance Status column of the file, use one of these values.
| Status code | Attendance status |
|---|---|
| -1 | Clear existing value |
| 0 | No Show |
| 1 | Partially Attended |
| 2 | Fully Attended (the dialog lists this code as "Attended") |
| 3 | Approved Absence |
| Blank/empty cell | No change |
Using -1 in the Attendance Status column clears the existing status only. To clear a note, use -1 in the Notes column. You upload the file in the next section.
Import session attendance from a file
You can mark attendance for many attendees at once by uploading the register that you downloaded and updated.
- Fill in the Attendance Status column of the register, the Notes column, or both.
- Open the session, then select Import Session Attendance.
- On the Upload step, select Choose File and pick your CSV file.
- On the Align columns step, check that each column of the register has its field in Select field for each column.
- On the Review and import step, check the table.
- Select Import.
You return to the session page, where the attendance of the attendees is updated. The file can be up to 10 MB. The choices for each column are Signup identifier, Attendance Status (-1, 0, 1, 2, 3), Notes and Ignore this column.
Keep the column headings of the downloaded register as they are, so that the product recognises each column. You must map Signup identifier and at least one of Attendance Status (-1, 0, 1, 2, 3) or Notes. You can map each field once only.
The table on the Review and import step shows rows with errors first, and it has a search box. You can select Import only when no row has an error.
Warning
Your import overwrites attendance and notes that someone changed after you downloaded the file. Download a fresh register before you start.
Refresh attendance from the meeting provider
You can bring the latest attendance of a Microsoft Teams or Google Meet session into the session page.
The Refresh Attendance button shows only for these sessions:
- A Microsoft Teams session, when Microsoft 365 is on for your organisation.
- A Google Meet session that has a Meeting Owner Email, when Google Workspace is on for your organisation.
Contact support if you need Microsoft 365 or Google Workspace turned on.
- Open the session.
- Under Manage Attendance, select Refresh Attendance.
You see "Attendance synced. Updated <number> records." and "Last synced: <time>" shows on the page. The button is off until the session has started. After a refresh, the button is off for 5 minutes, and you can refresh again after that.
Run the attendance report for a session
The session attendance report shows who attended one session, who marked it and when.
- Open the session.
- Select Reports.
- Select Attendance.
The table opens with the columns First Name, Last Name, Email, Job Role, Manager, Signup, Status, Marked by and Attendance Timestamp. The Status column shows "Select Attendance" when nobody has marked the attendee, or "Fully Attended", "Partially Attended", "Approved Absence" or "No Show". Use the search box to find an attendee.
Select Export CSV to download the table.
Run the attendance report for a schedule
The schedule attendance report lists the signups of every attendee in every session of one schedule, with who marked each one and when. Its Status column shows the signup status, such as "Booked", and not the attendance status.
- On the Events page, open the event, then open the schedule.
- Select Reports.
- Select Schedule Attendance.
The table opens with one row for each attendee and session. The columns are First Name, Last Name, Email, Job Role, Manager, Session, Signup, Status, Marked by and Attendance Timestamp. Use the search box to find an attendee.
Select Export CSV to download the table.
Troubleshooting
If you see "There are currently no reports for this event", the Event Schedules report has no schedules to show, or the Schedule Signups report has no signups to show.
If you see "There are no signups for this session", nobody has signed up to the session.
If you see "No signups found for this schedule", nobody has signed up to the schedule.
If you see "Signup identifier is required. Please map one column to Signup identifier.", map one column to Signup identifier on the Align columns step.
If you see "Either Attendance Status or Notes must be mapped. Please map at least one of these fields.", map a column to Attendance Status (-1, 0, 1, 2, 3), to Notes, or to both.
If you see "Cannot map the same field to multiple columns.", map each field to one column only.
If you cannot select Import, a row on the Review and import step has an error, or an import is still running. Check the rows that show an error.
If you cannot see Refresh Attendance, check that the session is a Microsoft Teams session, or a Google Meet session with a Meeting Owner Email. Your organisation also needs Microsoft 365 or Google Workspace turned on, so contact support.
If you see "Please wait before refreshing again.", wait 5 minutes and select Refresh Attendance again.