Live Learning: record attendance for sessions – Knowledge Base

Mark attendance on sessions in Live Learning

Track your learners' attendance of sessions manually or automatically.

Availability: all customers

See Live Learning: overview and features for background about Live Learning.

Attendance records: overview

You can record attendance:

manually for in-person sessions
manually or automatically for online sessions

In-person attendance option: let learners mark their own attendance

For in-person sessions, the Learner self-marking settings at the session level set up a QR code for learners to scan on their devices, to record their attendance at events.

See:

Online attendance options: manual and automated

For sessions using MS Teams or Zoom, LearnUpon receives an automated attendance record. You can edit this record for corrections or updates as required.

MS Teams requires users to use a Teams account to record their attendance. Guest attendees are allowed to join a meeting, but are not shown as attended.

For reliable attendance results, learners must use their Teams account to access their MS Teams sessions.

Note: You need to mark attendance for all Live Learning sessions - Not required and Required - for the learner to complete the module.

You can mark attendance anytime after a session starts.

Some terms:

Learner registration refers to whether LearnUpon registers learners automatically, or if a human registers them manually. See Live Learning: register learners for sessions
Session attendance refers to setting a session as required or not required for the course, and whether the learner can attend another session if they miss their first

Learner registration

For Zoom and MS Teams sessions, the webinar software generates a report of the attendance of all those who joined the session. Zoom and MS Teams send this report about 30 minutes after the scheduled end time.

LearnUpon imports your learners' attendance record automatically.

If for any reason a problem occurs with the record from the webinar provider, you have 2 options:

synchronize the record to confirm the automated records by the provider
edit the attendance list manually

See Synchronize automated attendance records in this article.

MS Teams: exceeding the session time affects automated attendance

In MS Teams, sessions that run over the scheduled end time can prevent the webinar software from sending its automated attendance report. MS Teams can't send the report while the session is still running.

To record attendance for sessions running past their end time, you can synchonize the record manually 45 minutes after the session ends.

Session attendance

The Session attendance requirements you set in the Live Learning event, plus the learner’s attendance record, define the learners' result for this module:

if you set attendance as Not required, learners complete the event as soon as you mark attendance. When you enter either Present or Absent, LearnUpon counts the event as Completed and learners can move on to the next module. Suitable for optional training
If you set attendance as Required, learners must attend the session, and be marked as Present to complete the event

For events where you set attendance as Required, you can set a minimum attendance requirement. See the description in Live Learning: create and edit a learning event.

For Required sessions, you choose what happens if learners don’t attend the session and are recorded as Absent:

Can attend another session instead: this option puts learners back on the list of Unregistered learners. Depending on your module settings, an admin or event owner can register them again, or learners can register themselves for another session
Are marked as not having completed the event: this option records the course as Failed

See Live Learning: create and edit a learning event.

After the session, you can edit the attendance record manually, if required.

Note: When you mark attendance manually for webinars, your manual record takes priority over LearnUpon’s automated record. A manual record, entered before or after LearnUpon updates attendance, is a conscious choice by a person. LearnUpon won’t overwrite manual entries.

Marking attendance records when learners can attend another session

For Live Learning modules that use Required > Can attend another session setting, LearnUpon limits your access to edit past session records.

The following screenshot shows Required > Can attend another session set in an Live Learning event.

session_attendance_required_can_attend_another_session_if_missed.png

Broadly: you can access the most recent session in the past only, to change an attendance record, if:

the learner appears in Unregistered learners list

the learner was recorded as Absent in their most recent past session, and is now registered on a future session for that module

If the most recent past session does not yet have an attendance record, you can’t access any earlier session attendance records.

When you edit attendance and set learner as Present, LearnUpon:

records the session as Completed
removes the learner from any future session registration for the same course, or from Unregistered learners list

When you set learner as Absent, LearnUpon:

records the session as Not Completed
keep the learner on any session registration for the same course, or on the Unregistered learners list

Depending on your module settings, an admin or event owner can register them again, or learners can register themselves for another session.

Using Live Learning events in more than 1 course

LearnUpon’s modular structure means that Live Learning events can form part of multiple courses. See Live Learning: add an event to a course.

As a result, you can enroll learners in several courses that share a single Live Learning event.

When you enroll learners in courses at the same time that use a single Live Learning event, a single session can meet the attendance requirement for multiple courses. These courses share an event enrollment record.

When you enroll learners in courses over time that share a Live Learning event, learners need to attend separate sessions.

Specifically, when a learner reaches Complete status in the first course, LearnUpon generates a new enrollment record for the next course’s Live Learning event. The learner needs to repeat the event for any additional courses.

Synchronize automated attendance records

The synchronization option is available 45 minutes after the session’s end time.

From main navigation select Live Learning > my Live Learning event.
Select Sessions > my session name to view the session page.
Select Mark attendance.
Select Sync data.

LearnUpon updates the attendance record for you.

If the record requires more changes, you can edit it manually.

The following screenshot shows a session page with Sync data available.

manual

Mark or edit attendance for a session manually

You can make manual corrections to session attendance to both in-person and online sessions, as required.

From main navigation select Live Learning > my Live Learning event.
Select Sessions to view the sessions available.
Select the individual session to view its time and date details, and any registered learners.
From More (aka 3-dot menu) > Mark attendance.
For the list of attendees, select:
- Present - optionally, enter number of minutes attended
- Absent - minute counter greys out
Select Update.
In the Submit attendance record? dialog that opens, select Submit.

The Session updates with attendance details.

The following screenshot shows an example of manual Mark Attendance, before selecting Submit.