Overview & When to Use
This report answers the question: Who attended, and on which days? It displays each participant’s attendance status for every day within the selected date range, organized by site.
Typical Audience: Program coordinators, site managers, and others who need to monitor whether students are showing up across one or more sites over a defined date range.
This report is most useful when:
- Monitoring daily attendance patterns across one or more sites over a rolling or fixed date window.
- Identifying participants with consistent absences or gaps in attendance.
- Auditing attendance data entry to ensure records are being captured accurately for each program day.
How to Read the Report
- Start with the Site column to understand which location each row belongs to — participants are grouped by site, then sorted alphabetically by last name within each site.
- Scan the date columns (one column per calendar day in the selected range) to see each participant’s attendance status for that day.
- Look for non-zero values in the date cells — a value of 0 typically indicates no attendance event recorded, while a 1 signals an attendance record was captured for that day.
- Check the Grade Level column to understand the age/grade context of each participant, which can be useful when filtering or segmenting results.
- Note any participants with a blank Grade Level — this may indicate incomplete profile data that should be corrected in the system.
Key Metrics
| Metric | What It Measures | How it is Calculated | Notes |
|---|---|---|---|
Daily Attendance Status (per date column) | Whether a participant attended on a specific calendar day | A value per participant per day; non-zero means attendance was recorded | Each date in the range is shown as a separate column |
Participant Count (implied by rows) | The number of participants enrolled at each site | One row per participant per site | Each row represents a unique participant; no participant appears more than once per site. |
| Grade Level | The grade level associated with the participant | Pulled directly from the participant’s profile | May be blank if not entered in the system |
| Participant ID | A unique identifier for each participant | System-assigned or imported identifier | Useful for cross-referencing with other reports |
| Site | The program site the participant is enrolled at | Pulled from enrollment data | Participants are grouped by site in the report |
Statuses, Colors, and Alerts
- 0 — No attendance event recorded for that participant on that date. This is the default state and does not necessarily mean the participant was absent; it may mean attendance was not taken or not yet entered.
- 1 — An attendance record exists for that participant on that date.
- Blank Grade Level — Indicates missing profile data; not an attendance status, but worth flagging for data quality review.
Notes, Limitations, and Related Reports
- The report shows one column for each day in the selected range, so wide date ranges create very wide tables that are easier to review in Excel.
- A value of 0 does not differentiate between “attendance taken but participant absent” and “attendance not entered.” Users should confirm attendance is complete before interpreting zero values.
- The Adult filter, set to “No” by default, excludes adult participants, showing only youth/student data unless changed.
- The date range is set by the Date filter and defaults to the past 30 days. Users should verify the date range before sharing results. Only dates with attendance appear as columns.
Report Filters
- Site — Limits the report to one or more specific program sites. When left blank, all sites are included. Use this filter to focus on a single location or a subset of sites.
- Activity — Filters participants by the activity they are enrolled in. Useful when a site runs multiple programs and you want to isolate attendance for a specific one.
- Session — Narrows the report to a specific session within an activity. Use this when activities have multiple sessions (e.g., fall vs spring) and you need session-level precision.
- Date (Between) — Controls the date range displayed in the column headers. The report shows one column per day within this range which includes the start and dates. Adjust this filter to match the reporting period you need to review. The default range covers approximately the past 30 days.
- Adult (Equal to) — Determines whether adult participants are included or excluded. The default is set to No, meaning only non-adult (youth/student) participants are shown. Switch to Yes to view adult participants only, or Omit to include everyone regardless of adult status.
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