Overview

The Daily Activity Attendance Summary report provides a day-by-day view of participant attendance across sites, activities, and sessions. It answers the core question: How many participants were marked “Present” for each activity session on each day?

Typical audience: Site-level staff, program coordinators, and grant/district administrators who need to monitor daily participation patterns and ensure attendance data is being entered consistently.

When this report is most useful:

• Monitoring daily operations across one or more sites to confirm attendance is being recorded on schedule.
• Identifying sessions with unusually low or zero attendance that may signal scheduling issues, staffing gaps, or missing data entry.
• Spotting participation trends across multiple activities and sites over a selected date range.

Understanding the Report

• Start with the column headers (dates). Each date column represents a day on which at least one session had “Present” attendance recorded. The number of date columns will vary based on the selected date range and actual activity.
• Scan rows by Site → Activity → Session. Data is grouped in this order, so you can quickly locate a specific program or location.
• Look at the counts per date. Each cell shows the total number of participants marked “Present” for that session on that date. A zero does not always mean no one attended — it may mean attendance was not entered.
• Check the Total column (Average). The rightmost column shows the average attendance across all dates displayed, giving a quick sense of typical participation for each session.
• Flag sessions with inconsistent or zero counts. If a session regularly shows attendance but suddenly drops to zero, this warrants follow-up — either the session did not run, or data entry is incomplete.

Key Metrics

Statuses, Colors, and Alerts

• Present: The only attendance status counted in this report. Only participants explicitly marked “Present” are included in the counts.
• Zero (0) in a date cell: Indicates no “Present” attendance was recorded for that session on that date. This may reflect a legitimate closure, a cancelled session, or a data entry gap — context is needed to distinguish between these.
• No row for a session: If a session had no “Present” attendance during the selected date range, it will not appear in the report at all. Absence of a row does not confirm the session did not run, just that there is no attendance recorded.
• No color-coding or status flags are documented for this report. Interpretation of low or zero counts is left to the user based on program knowledge.

Notes, Limitations, and Related Reports

• Data accuracy depends on timely entry. This report reflects only what has been entered by site-level staff. Missing or delayed attendance entry will cause undercounts or missing rows.
• Zero ≠ absence of activity. A zero in a date cell means no “Present” records were entered — not necessarily that the session did not occur.
• Only “Present” status is counted. Other attendance statuses (e.g., excused absent) are not reflected in this report’s counts.
• Related report: The Scheduled Sessions Without Attendance report is a useful companion — it surfaces sessions that were scheduled but have no attendance recorded, helping identify data entry gaps that this report alone may not make obvious.
• Default date range covers the 30 days prior to today. For longer trend analysis, the date range filter should be adjusted manually.

Report Filters (How to Slice the Data)

The following filters are available to narrow or focus the data displayed in the report:

Site

Controls which site(s) are included in the report. Use this to focus on a single location or compare a subset of sites. When no site is selected, all sites accessible to the user are included.

Activity

Filters the report to show only the selected activity or activities. Useful when a coordinator wants to focus on a specific program (e.g., tutoring, STEM) rather than viewing all activities at once.

Session

Narrows the report to one or more specific sessions within an activity. Helpful when an activity has multiple sessions (e.g., different grade levels or time slots) and you want to isolate one.

Date Range

Controls the time window for which attendance data is displayed. Each date within the range that has any “Present” attendance recorded will appear as its own column. The default range is the 30 days prior to today; adjust this to analyze a specific program period or reporting window.

Adult

Determines whether the report shows youth participants, adult participants, or both. The default is set to show youth-only attendance. Change this filter to include adult participants when relevant to your program.

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 19:12