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An instructor must take attendance for face-to-face sessions in order for the attendees to receive a learning record.

Step-by-step Guide

To take attendance:

  1. Go to face-to-face activity in question.
  2. Click on the "Attendees" link next to the session in question
  3. Click on the "Enter timesheet" link at the bottom of the list of attendees.
    1. Read the "Important Notes" of this page if you do not see the "Enter timesheet" button.
  4. Take attendance by marking each user as "No show", "Partially Attended", or "Fully attended" for each date. 
    1. If a user has partially attended the session, you can specify how much of the session they have attended in the following format: hh:mm
    2. You can optionally add a comment in the "Remarks" column to state for example that the user showed up late or left early.
    3. The user will only be granted a learning record if their attendance is sufficient as defined in the "Activity Completion" section of the face-to-face activity in question.
  5. Click on the "Save timesheet" button at the bottom of the table. 
  6. When you have entered the attendance for everyone (and for all dates if the session spans over multiple dates / times), click on the "Approve timesheet" button.
    1. The time sheet needs to be approved in order for a user to be marked as "complete" and to receive a learning record.
    2. The user will only be granted a learning record if their attendance is sufficient as defined in the "Activity Completion" section of the face-to-face activity in question.
    3. If you prefer, you can skip the "Save timesheet" and immediately click on "Approve timesheet", which will both save and approve the timesheet.

Note 1: You can not enter time sheets for sessions that are in the future. You can only enter time sheets if the session is in the past, in progress, or scheduled to start within the next 15 minutes (by default). If the session is scheduled to start more than 15 minutes from now, the "Take Attendance" link will not appear. 


Important Notes

  • The user will only be granted a learning record if their attendance is sufficient as defined in the "Activity Completion" section of the face-to-face activity in question.
  • Time sheets need to be approved in order for a user to be marked as completed.
  • You can not take attendance for sessions that are in the future. You can only take attendance if the session is in the past, in progress, or scheduled to start within the next 15 minutes. If the session is scheduled to start more than 15 minutes from now, the "Enter timesheet" link will not appear in step #3 above.
  • Once a timesheet is approved, you can go back and modify someone's attendance. Note however that this will not void someone's learning record. In other words, if you accidentally marked someone as fully attended, approved the timesheet, and then want to mark them as a no show, their learning record will not automatically be voided. You must void the learning record manually. Read Voiding a Learning Record for an Individual User to learn more about that procedure. You may be required to void learning records for both the face-to-face activity and the course itself depending on which learning records were issued.


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