Purpose: This article explains how to record and manage attendance for learners on an Event in Administrate.
Attendance is one of the most important operational records on an Event because it affects learner completion, achievements, reporting, and participation history.
Attendance is managed from the Students area of the Event.
Why attendance matters
Attendance records which learners actually participated in a training delivery.
Accurate attendance tracking helps ensure that operational outcomes reflect what truly happened during delivery.
Attendance commonly affects:
- completion and pass/fail outcomes
- achievement or certificate issuance
- learning path progression
- reporting on learner participation
- attendance-based automation and workflows
For classroom and blended training, attendance is often the primary operational indicator that the learner completed the delivery.
Record attendance
- Open the Event.
- Navigate to the Students tab.
- Open the attendance editor or attendance modal.
- Mark attendance for each learner.
- Save the attendance record.
Depending on configuration, attendance may be recorded:
- per learner
- per session
- in bulk for multiple learners
Record session-level attendance
For Events with multiple sessions, attendance can be tracked at the session level.
This allows administrators to record which parts of the delivery each learner attended rather than recording only a single final attendance outcome.
- Open the Event.
- Go to the Students tab.
- Open the attendance editor for the learner or learner group.
- Select the relevant session.
- Mark the learner as attended or absent.
- Save the update.
Session-level attendance is especially useful when:
- an Event spans multiple days or modules
- a learner attends only part of the delivery
- completion depends on attending all required sessions
Bulk attendance updates
Administrators often update attendance for multiple learners at the same time, especially after delivery concludes.
Typical workflows include:
- marking all learners present
- marking selected learners absent
- updating attendance after the training session ends
Bulk updates help ensure attendance records are completed quickly and consistently for large Events.
Attendance percentages
When attendance is recorded across multiple sessions, Administrate can calculate attendance percentages automatically.
Attendance percentage reflects the number of attended sessions compared with the total sessions in the Event.
Attendance percentages are commonly used when:
- courses require a minimum attendance threshold
- completion is based on participation rather than assessment
- reporting needs to measure learner engagement across the full Event
Attendance, results, and achievements
Attendance is often reviewed before confirming learner results and completion outcomes.
For example:
- learners who attended may receive a Pass result
- learners who did not attend may be marked incomplete or failed
- achievements may depend on attendance thresholds or required sessions
If your organization uses score templates, completion rules, or automated achievement workflows, confirm that attendance and learner outcomes remain aligned before closing the Event.
Edit attendance after recording
Attendance can be edited if records were entered incorrectly or operational details change after delivery.
Common situations include:
- correcting a learner marked absent by mistake
- updating attendance after late-arrival confirmation
- reconciling records against instructor reports or sign-in sheets
Caution
Editing attendance after results, achievements, or reporting workflows have already been processed may affect learner outcomes and operational reporting. Review downstream impact before making retroactive attendance changes.
After editing attendance, review learner results and achievement status to ensure outcomes still reflect the correct participation record.
When to record attendance
Attendance may be recorded during delivery or after the Event has finished, depending on operational workflow.
- Record attendance during delivery when facilitators or administrators update records live.
- Record attendance after delivery when attendance is confirmed from instructor reports or sign-in records.
In either case, attendance should be completed before finalizing results, achievements, or learner progress records.
Best practices
- Record attendance immediately after delivery whenever possible.
- Use session-level attendance for multi-session Events.
- Review attendance before finalizing learner results.
- Confirm achievement issuance after attendance updates.
- Avoid leaving attendance incomplete on delivered Events.