Facilitators and admins can track session attendance directly in Promote — recording who was present, correcting entries at any time, and exporting attendance lists when needed. Attendance can also be set as a requirement for program completion. This article explains how attendance tracking works for each role.
What’s in this article
- Overview
- Enabling attendance tracking for a session
- Managing attendance as a facilitator
- Managing attendance as an admin
- Attendance and program completion
- Sessions in goals
- Exporting attendance
- Visibility for coaches and learners
Overview
Attendance tracking is optional and configured at the session level. When enabled, facilitators and admins can view a list of all enrolled learners for that session and mark each one as attended or not attended. Attendance can be updated at any time.
When attendance tracking is enabled, learners can see their own attendance status. Coaches can see the attendance status of the learners they mentor.
Enabling attendance tracking for a session
Attendance tracking is disabled by default and must be enabled per session.
- Go to the program and open the Builder
- Open the session you want to configure
- Toggle on Track attendance
Once enabled, the attendance section becomes visible to facilitators and admins for that session.
💡 Note! If attendance is set as a completion criterion for the program, tracking will be enabled automatically and cannot be disabled while the requirement is in place. Learn more about completion criteria here >
Managing attendance as a facilitator
Facilitators can view and manage attendance from within the program.
- Open the program and navigate to the relevant session
- In the Session attendance section, click Check attendance.
- The attendance section shows all enrolled learners, each with an attended/not attended toggle
- All learners are shown as not attended by default — check each learner who was present
- Click Save to confirm
Attendance can be updated at any time. If you remove attendance for a learner who has already completed the program, a confirmation message will appear asking you to confirm, since removing attendance cannot undo a completion that has already been granted.
Managing attendance as an admin
Admins can view and manage attendance for all sessions in a program from a dedicated attendance overview.
- Go to the program and click the Attendance tracking tab. The tab shows a list of all sessions in the program. Sessions with attendance tracking enabled are indicated
- Locate the session you want to update and click Check attendance.
- Select the learners who attended the session
- Click Save to confirm
Admins have the same capabilities as facilitators and can update attendance at any time.
Attendance and program completion
Attendance can be set as a mandatory completion criterion, similar to mandatory tasks. When configured this way:
- Learners who are not marked as attended cannot complete the program
- Attendance tracking is automatically enabled for the relevant session and cannot be disabled while the requirement is active
- Once a learner has completed the program, removing their attendance will not retroactively undo that completion
To add attendance as a completion criterion, go to the program's Completion criteria settings and select the sessions that must be attended. Learn more about completion criteria here >
Sessions in goals
Sessions with attendance tracking enabled can be added to program goals. When a session is included in a goal, a learner's attendance for that session contributes to their goal progress, alongside any tasks already included in the goal.
To add a session to a goal, open the goal settings and select the sessions you want to include. Attendance tracking will be enabled automatically for any session added to a goal and cannot be disabled while the session is part of an active goal.
Exporting attendance
Attendance lists can be exported in two formats — CSV for use in external systems, or PDF for a print-friendly overview that can be shared with people who do not have access to Promote.
Facilitators can export attendance from the session attendance section inside the program.
Admins can export attendance from the Attendance tab on the program admin page by selecting a session and using the export option.
Both formats include each learner's name, email, username, attendance status, and session reference.
Visibility for coaches and learners
Coaches can view the attendance status of the learners they mentor. This is read-only — coaches cannot edit attendance records.
Learners can see their own attendance status on the session page. They cannot see the attendance of other learners.