Tracking attendance for an ILT session

Introduction

When learners are enrolled in an Instructor-Led Training (ILT) course, they must attend a “session” of that course. A session represents a specific occurrence of the course, and once a learner completes their enrolled session, the course is considered complete.

Each ILT session can consist of one or more events. Events may be offered in different ways:

• Online, through a video conferencing tool
• Onsite, at a physical venue
• Flexible, combining both online and onsite participation options

When a user enrolls in an ILT session, they are automatically enrolled in all of its associated events. Learners typically need to attend some or all of these events to successfully complete the session. The platform provides a variety of tools to track attendance for ILT events, whether conducted in person or online.

This article explains how administrators can configure attendance tracking options and how they can record and review attendance. 
→For specific instructions  about how instructors can track and mark attendance, see instead the dedicated article Instructor guide > Mark attendance at ILT events.

For additional background, see the article Creating and managing ILT sessions.

View attendance for an ILT session 

To check the attendance for an ILT session:

1. Go to Navigation menu > Content and delivery (folder icon) > Courses > [ILT course name]

2. Open the Sessions tab and select the desired [session name].  
   The Events and attendance tab displays all events included in that session. The Attendance column provides an overview of how many of the enrolled learners have attended each event. 

   

3. From the Events and attendance tab, to check the attendance details of a particular event, click the [event name] then open the Attendance tab.  
   Here you can see each enrolled learner’s Attendance status for that event (Present, Absent or Not set), along with the number of hours they attended.

Manually mark a learner’s attendance

To manually mark a learner’s attendance at an ILT event:

1. Navigate to Navigation menu > Content and delivery (folder icon) > Courses > [ILT course name] > [session name] > [event name].
2. Open the Attendance tab for the event. This shows the list of all the enrolled learners.
3. Click the ellipsis menu at the end of the user’s row and select Mark attendance. In the panel that opens, you can set whether the user attended the event: 
   • Present: This means the user attended the event. The Hours attended will be automatically populated with the full event duration (effective time). You can edit this if needed to mark a partial attendance.
   • Absent: This means the user did not attend. The hours attended will be automatically set to zero. You can manually edit this if needed.
   • Not set: This is the default value of the attendance status, before it is set. 
4. Click Mark attendance to confirm.

You can also mark attendance for multiple users at a time. To do this, select the check boxes next to their names, click the Choose action button in the bottom right corner, and select Mark attendance. 

Note that you can manually mark attendance in this way for any type of event, whether Online, Onsite, or Flexible. Remember also that a session instructor can mark attendance for any event in the session, whereas an event instructor can only mark attendance for their own events. 

For more information about how instructors can track and mark attendance, see the article Instructor guide > Mark attendance at ILT events.

Please note: You can configure ILT sessions to be automatically marked completed based on event attendance. For more information see the chapter Session completion based on event attendance.   

Automatically mark attendance at online events

An online event is one that has a Video conference tool configured. For online events, you can set up options to automatically mark attendance. To do this:

1. Navigate to Navigation menu > Content and delivery (folder icon) > Courses > [ILT course name] > [session name] > [event name]. 
2. Open the Properties tab for the event
3. In the left pane select General and scroll down to Venue and videoconference tool.
4. Under Attendance options, set one or both of the available options: 
   • Mark the event as attended when the user joins the webinar
   • Mark the event as attended if the user accesses the recordings 
5. Click Save changes.

In this case the learner who joins/watches the webinar will be marked Present for the full event duration (effective time).  

Ways to mark attendance at onsite events 

An onsite event is one which has a physical location (Venue) configured.

Printable attendance sheet:

For onsite events, if you do not want to directly record attendance in the platform as learners arrive at the venue, you can print out a paper attendance sheet that learners can sign as they come in. 

You can later enter the information from the paper sheet into the platform (in the [event page] > Attendance tab) at your convenience. 

QR code and mobile app:

Another option is to configure the event with an attendance QR code that users can scan on arrival at the venue, to automatically mark their attendance. For more information see the chapter Attendance QR code.
- In this case users scanning the code will be marked as Present for the full event duration (effective time) 

Session completion based on event attendance

You can configure an ILT session to be automatically marked as Completed when a learner attends all (or a specified number) of its events. To do this:

1. Navigate to Navigation menu > Content and delivery (folder icon) > Courses > [ILT course name] > [session name]  
2. Open the Properties tab for the session, and in the left pane select General. 
3. Scroll to the Session completion area, and select the Attendance based option. The choose either: 
   • All events
   • Custom number of events and specify how many of the session events the learner must attend.
4. Click Save changes.

An event is considered attended when a user is marked Present. The session completion date will correspond to the date of the latest attended event. 

Set up attendance QR code for an event

To help track attendance at onsite events, you can create a QR code for learners to scan when they arrive at the event venue, to automatically mark their attendance. Learners will need to have the Go.Learn or branded mobile app to scan this code. 

→ For how Instructors can access and print out the attendance QR code for an event, see the article Instructor guide > Use the attendance QR code.
→ For the learner experience of QR code check-in see the article Courses on the Go.learn mobile app > … >  In person events 

To set this up: 

1. Navigate to Navigation menu > Content and delivery (folder icon) > Courses > [ILT course name] > [session name] > [event name].
2. Open the Properties tab of the event.
3. In the left pane select General and scroll down to Venue and videoconference tool.
4. Under Attendance options, set the following: 
   • Select the check box Enable QR code attendance tracking.
   • If required, you can also select the option to Enable geolocation for QR code check-in as an added security measure.
5. Then click Save changes.