Overview & When to Use
The Session Roster – Scheduled Dates report provides a participant-level view of who is enrolled in a specific program session, along with a date-by-date attendance grid covering the session’s scheduled meeting dates. It is designed for site staff and activity leaders who need to track or record attendance.
This report is most useful when:
- Taking attendance for a specific activity session on a given day using one piece of paper for multiple dates.
- Verifying which students are enrolled in a session
How to Read the Report
- Report header: Identifies the site, activity, session name, time, and session number, confirming which session is being viewed.
- Participant columns: The left side of the roster lists each enrolled student by row number, name, and barcoded ID — the barcode is used for scanning attendance.
- Date columns: The right side of the roster displays one column per scheduled session date. Each cell in the date grid represents a space where the participant’s attendance can be recorded.
- Row order: Students are listed alphabetically by last name, making it easy to locate a specific participant quickly.
Key Metrics
| Metric | What It Measures | How it is Calculated | Notes |
| Enrolled Participants | Participant Names | Names enrolled in the activity session | Reflects enrollment at the time the report is run |
| Scheduled Dates | The session’s scheduled dates shown as column headers | Derived from the any of the selected session’s scheduled calendar - within the filtered date range | Only dates falling within the active filter range appear as columns |
| Attendance boxes | Blank boxes where attendance can be marked | One cell per student per date; populated when attendance is recorded | |
| Barcoded ID | The unique identifier assigned to each participant for scanning | This is the ParticipantID field in a barcode font | Used for barcode-scanner-based attendance |
| Row Number | Sequential identifier for each participant in the roster | Auto-assigned in order of display | Useful for referencing a specific student’s row during manual attendance |
Statuses, Colors, and Alerts
- No color coding, flags, or alert indicators are visible in this report.
Notes, Limitations, and Related Reports
- The report displays only the session and date range matching the active filters. Changing the date range or session filter will change which columns and participants appear.
- If generating the report for multiple sessions, the column dates will be the same for all sessions; any date that any one of the scheduled sessions is being offered.
- For a list of participants enrolled in one or more sessions and corresponding dates when not using bar code scanning, export the report to Excel and simply remove the bar code column.
- Only students currently enrolled in the selected session are shown. Students who were previously enrolled but removed will not appear.
- The date columns are limited to the scheduled dates within the filtered range — unscheduled dates do not generate columns.
Report Filters (How to Slice the Data)
The report includes the following filters:
- Activity (In List): Narrows the report to one or more specific activities (e.g., “Cooking club”). This controls which activity’s sessions and participants are displayed as well as date columns. Multiple activities can be added to the list.
- Session (In List): Further refines the report to a specific session within the selected activity. If left blank, all sessions for the selected activity may be included. Note columns will be visible for all dates any of the sessions are scheduled. Use this to isolate a single session group.
- Date (Between): Sets the date range for which scheduled session dates appear as columns in the attendance grid. Only session dates falling within this range will be shown.
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