Overview & When to Use

The Participant Attendance Times report provides a detailed, session-level log of when individual participants attended program activities, including the specific start time, end time, and duration of each attendance record. It is designed to help program administrators and compliance staff verify attendance at a granular level and support accurate time-based reporting.

This report is most useful when:

• Reviewing how long individual participants were present during specific sessions or activities
• Auditing attendance records for accuracy before submitting compliance or grant reports
• Investigating discrepancies in participant attendance duration across sessions or dates

How to Read the Report (What to Look At First)

• Start with the participant identifiers — each row is tied to a specific participant via their internal Participant ID and State Participant ID, allowing cross-referencing with other systems 
• Review the Activity and Session columns — these tell you which program component the attendance record belongs to (e.g., academic enrichment, snack, etc.)
• Check the Date column — this shows the calendar date of the attendance event; rows are not aggregated, so each date appears as its own record
• Examine Start Time and End Time — these fields capture the precise window of attendance for that session on that date
• Review Duration in Minutes — this calculated field summarizes the length of attendance and is the primary metric for time-based reporting

Key Metrics

Statuses, Colors, and Alerts

• Adult field — each row includes an “Adult” flag (Yes/No) indicating whether the record belongs to an adult participant or a youth participant; this is important for filtering out adult family records from youth-only reports
• No color-coding, status flags, or alert indicators are visible for this report

Notes, Limitations, and Related Reports

• This report is row-per-event, meaning a single participant will appear in multiple rows if they attended multiple sessions and/or multiple dates; totals must be calculated externally (e.g., in Excel)
• Duration in Minutes reflects only the recorded window between start and end time; any unrecorded entries may affect accuracy
• The report does not aggregate or summarize attendance — it is a raw transaction log intended for detailed review or export
• Filtering by the Adult = No setting is recommended when the intent is to review youth participant attendance only, as adult participation records may otherwise appear in the data
• Related reports that aggregate attendance totals or provide site-level summaries should be used alongside this report for compliance roll-ups

Report Filters

The following filters are available for this report:

• Participant ID (In List) — Narrows the report to one or more specific participants by their ID. Use this when reviewing attendance for a known individual or a targeted group. Multiple IDs can be added to the filtered list.
• State Participant ID (In List) — Filters by the state-assigned participant identifier. Useful when cross-referencing with state reporting systems or when the internal Participant ID is not known. Multiple IDs can be added to the filtered list.
• Adult (Equal to) — Controls whether the report shows adult records, youth records, or both. Options are Yes, No, or – Omit – (no filter applied). The default shown is No, which limits results to youth participants only. This filter is important for ensuring staff or volunteer attendance records do not inflate youth attendance totals.

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 30, 2026 12:05