Summary
This guide explains how to access, create, and customize the Classes Attendance Report, including template configuration, generation options, and practical use cases for tracking user attendance status for events of a class across all groups.
Introduction
The Classes Attendance Report shows user attendance status for events of a class across group(s). The report takes into account all events of the specified class and displays user registration status (pending, approved, rejected) and attendance status (attended, missed). Whether you need to monitor class participation, track event attendance, or manage waitlists and approvals, this report delivers the data you need. For a complete overview of the Reports section, refer to Reports: An Overview of the Reports Section in LMS.
Steps to Follow
How to Create a Custom Classes Attendance Report Template
The Report Generation tab contains predefined templates that come with your KnowledgeCity LMS, along with any custom templates you have previously created. If the default Classes Attendance template meets your needs, you can run it directly. To create a new custom template with specific fields and settings, follow the steps below.
Navigate to Reports > New Report Template.
From the Report type dropdown, select Classes attendance.
When you select Classes Attendance as the report type, the system automatically populates default fields, along with default template name, language, description, and title style, all of which you can customize to suit your needs.
Configure your template:
Field | Description |
|---|---|
Template name | Specify a unique name (e.g., "Q1 Class Attendance Report") |
Template language | Select the preferred language for report output |
Description | Provide a brief description (up to 500 characters) to clarify the report's purpose |
Title style | Format the report title using bold, italic, underline, font size, alignment, and title text and background color options |
Include portal logo | Toggle to add your portal logo to the report output |
Default Fields in This Report
User Name: The user's unique login identifier.
Date of Birth: The user's birth date.
Course ID: Unique identifier for the course in the LMS.
Course Name: Official name of the course.
Event Date: Scheduled date of the instructor-led event.
Event Time: Scheduled start time of the event.
Event End Date: Date and time when the class event ends.
Access Request Date: Date when the user requested access to the class.
Request Approver Email: Email of the approver for the request (regardless of whether it is pending, approved, or rejected).
Event Type: Type indicating if the event is online or offline (webinar / in person).
Event Published: Indicates whether the event has been officially published.
Event Instructor: Full name of the event instructor or facilitator.
Event Duration: Planned duration or length of the event.
Event Description: Brief description summarizing the event content.
Event Registration Start: Date and time when registration opens.
Event Registration End: Date and time when registration closes.
Event Capacity: Maximum number of participants allowed.
Event Min Attendance: Minimum attendees required for the event to proceed.
User Registration Status: Current registration status (pending / approved / rejected).
User Attendance Status: Indicates whether the user attended or missed (Attended / Missed).
You can modify these defaults or add additional fields to tailor the report to your requirements. For detailed descriptions of all available fields, refer to Report Fields: A Complete Reference Guide for All Reports.
Customize columns using the rows adjustment section:
Click Add column to include additional fields.
Drag and drop columns to reorder if required.
Click the Edit button on any column to format, style, or add conditional rules.
Click the Delete button to remove columns.
For detailed instructions on managing columns, refer to Report Templates: How to Manage Columns with Rows Adjustment and Formatting.
Click Save template.
How to Generate the Classes Attendance Report
Navigate to Reports > Report Generation.
Locate your newly created Classes Attendance report template.
Click Run report.
The Run report button opens a configuration window where you can set the following parameters before generating the report:
Option | Description |
|---|---|
Group | Select which user group to include or All groups |
Time Zone | Choose the time zone for date calculations |
Courses | Select specific course(s) to report on |
Include archived courses | Toggle to include courses no longer active |
Pending / Approved / Rejected | Checkboxes to filter by user registration status |
Attended / Missed | Checkboxes to filter by user attendance status |
Click Create and proceed to the Reports tab, locate your report on the top of the list and click the Download button to export.
Example Use Cases
Track class participation: Generate a report for a specific class to see which users have attended, missed, or are still pending approval. Use this to follow up with absent users or confirm attendance for certification requirements.
Monitor event registration status: Review the User Registration Status column to identify users who are pending, approved, or rejected for class events. This helps manage waitlists and capacity limits.
Audit instructor-led training: Generate a report across multiple classes to analyze attendance patterns, event capacity utilization, and instructor effectiveness based on attendance rates.
Conclusion
You have successfully learned how to generate and customize the Classes Attendance Report. This report provides comprehensive information about user attendance status for events of a class, including registration status and attendance status. By creating custom templates with the fields that matter most, you can efficiently track class participation, monitor event registration, and manage instructor-led training.