Overview & When to Use

The Daily Activity Participation Summary provides a day-by-day view of how many participants were marked Present for each activity and session across one or more sites. It is designed to help program staff and administrators monitor daily attendance patterns and quickly identify sessions where participation is unusually low or missing.

Typical audience: Site-level coordinators, program directors, and grant/district-level administrators who need to track daily operations across activities and sites.

This report is most useful when:

• Monitoring whether daily attendance is being recorded consistently across all sites and sessions.
• Identifying sessions with unexpectedly low or zero attendance that may signal scheduling issues, staffing gaps, or incomplete data entry.
• Comparing participation patterns across multiple activities or sites over a selected date range.

How to Read the Report

• Start with the site and activity groupings. Data is organized first by Site, then by Activity, then by Session within each activity — scan down the left columns to orient yourself to the scope of the data.
• Read across the date columns. Each column represents a single date on which at least one “Present” count was recorded. Scan horizontally to see how attendance for a given session changes day to day.
• Look for zeros or gaps. A zero in a date column for a session that normally shows activity is a signal worth investigating — it may mean attendance wasn’t entered, or that a session didn’t run as expected.
• Compare sessions within the same activity. If one session consistently shows lower counts than others under the same activity, that pattern may warrant follow-up with site staff.
• Use the date range filter to control scope. The report defaults to the past 30 days; narrow or expand the range to focus on a specific period of interest.

Key Metrics

Statuses, Colors, and Alerts

The Daily Activity Participation Summary is primarily a data grid without color-coded status indicators. However, the following values carry meaningful signals:

• Present count > 0 — Attendance was recorded for this session on this date; data entry appears complete.
• Present count = 0 — No participants were marked Present. This may indicate the session did not run, attendance was not entered, or enrollment is zero. Warrants follow-up.
• Excused Absence count > 0 — Some participants were recorded as excused; these are not counted as Present.
• No date column for a session — If a session has no date columns at all within the selected range, no Present attendance was recorded for any date in that period. This is a strong signal of either a scheduling gap or missing data entry.

Notes, Limitations, and Related Reports

• Data accuracy depends on daily entry. This report reflects only what has been entered by site-level staff. If attendance has not been recorded, the report will show zeros or missing columns — not a true picture of what occurred.
• Default date range is the past 30 days. Users should adjust the date range filter when reviewing historical periods or specific program windows.
• Youth-only by default. The report defaults to showing only youth participant attendance. Adult participants are excluded unless the Adult status filter is changed.
• No aggregate totals visible in the grid by default. The report is designed for day-level review; for rolled-up summaries, consider using complementary attendance summary reports.
• Related reports: The Scheduled Sessions Without Attendance report is a useful companion — it highlights sessions that were scheduled but have no attendance recorded at all, helping distinguish planned gaps from data entry issues.

Report Filters (How to Slice the Data)

The following filters are available on this report:

Date Range

Controls which dates appear as columns in the report. Only dates within the selected range that have at least one Present record will generate a column. The default is the 30 days prior to today. Adjust this when reviewing a specific program period, grant reporting window, or historical trend.

Activity

Filters the report to show only the selected activity or activities. Use this when you want to focus on a single program area (e.g., Tutoring, STEAM, Snack) rather than viewing all activities across all sites.

Session

Narrows the view to one or more specific sessions within an activity. Useful when a single activity has multiple session groups (e.g., by grade level or day of week) and you want to isolate one.

Site

Controls which site or sites appear in the report. When run at the district or grant level, all sites are included by default. Filter to a single site for site-specific review.

Adult Status

Determines whether adult or youth participant attendance is shown. The default is youth-only (Adult = No). Change this filter to include adult participants when reviewing programs that serve both populations.

To apply filters (not available for all reports), use the filter icon available at the top right of the report header. The filter options shown in this report are the same for all users.

To filter by additional fields that are not available on-screen, export the table to Excel, turn on filters for the header row (Data > Filter), and use Excel’s filter dropdowns. For a quick tutorial, see Microsoft’s “Filter data in a range or table” video on https://support.microsoft.com/.

Updated April 17, 2026 19:29