Introduction
Attendance sheets (also called attendance reports) are used to collect signatures to record the attendance of learners and instructors at a session of an Instructor-Led Training (ILT) session held onsite.
Attendance sheets are presented in the form of an empty table with at least three columns: last name, first name, and signature, though their format can be customized to show up to five columns with different types of information.
Superadmins, Power Users (with granted permissions) and instructors can manage and print attendance sheets.
Requirements and limitations
- Tutors are not listed in the attendance sheet because their enrollment level is different from learners'.
Configuring the default attendance sheet
Superadmins can configure the default structure of attendance sheets for all sessions. The default configuration can be overwritten at session level by Superadmins, Power Users and instructors as explained in the Managing attendance sheets as a Superadmin or a Power User and the Managing attendance sheets as an instructor chapters of this article.
To configure the default attendance sheet log in as the Superadmin, access the Navigation menu > Configuration (spanner icon) > Platform setup and tools > Advanced settings.
Move to the ILT tab and use the Custom attendance sheet area to customize the layout of the table of the attendance sheet as described in the Customizing and printing the attendance sheet chapter of this article.
Managing attendance sheets as a Superadmin or a Power User
To manage and print the attendance sheet of a session as a Superadmin or a Power User (with granted permissions) access the Navigation menu > Content and delivery (folder icon) > Courses.
From the Courses page, click on the description of the ILT course and move to the Sessions tab.
Click on the ellipsis menu at the end of the session row and select the Print attendance sheet option.
Managing attendance sheets as an instructor
To manage and print the attendance sheet of a session as an instructor, access the course from the My courses and learning plans page and access the course by clicking on its card. Click on Manage sessions, then on Instructor actions in the Session events area and finally on the Attendance sheet option.
Customizing and printing the attendance sheet
Independently from your role, once you click on Print attendance sheet, you will land on the Attendance Sheet page where you can generate the attendance sheet for a specific session.
First, select the session from the Select session date dropdown, then click on Generate. The session attendance sheet preview will be displayed on the page. Click on Download as PDF to export the attendance sheet in PDF format and then print it. The attendance sheet preview shows only five rows, but the downloaded PDF includes all of the attendees.
The attendance sheet displays up to five columns. A default table layout is set at platform level as described in the Configuring the default attendance sheet chapter of this article. You can configure the layout for the selected session (and overwrite the default layout) by clicking on the Configure sheet button in the top right corner and enabling the Enable custom attendance sheet settings for this course option in the Custom attendance sheet pop-up.
Use the dropdown menus to select the type of information you wish to display in every column. The available options are:
- First and last name
- Signature (first half) - to collect the signature before the break
- Signature (second half) - to collect the signature after the break
- Username
- Language
- Any user additional field configured in the platform
- “Do not display this column”
Columns are sorted in the attendance sheet according to their number, from Column 1 to Column 5. The option selected from the Column 1 dropdown will be the sorting field for the data included in the attendance sheet, which will be displayed in ascending alphabetical order. The sorting order is not applicable to the user's additional fields.