# How to get an attendance report after an event, and what should be in it What a useful attendance report contains, how to export it per activity with scanner and time, how to define attended, and how to share it with HR and finance. SSociana team·19 Oct 2026·6 min read **To get an attendance report after an event, export attendance per activity from the admin panel, with the person, scanner and time for each accepted check-in, then cut it by group, city or zone. Define “attended” in writing first, and report unique accepted attendance with its denominator.** ## What the report is for HR wants to know who was away from their desks. Finance wants a head count for the venue and the caterer. The sponsor wants to know whether the right people came. A regional head wants to know which of their team skipped the strategy session. One export, read through four lenses, answers all four, provided that it is clear, consistent and well defined. An attendance report is different from an outcome report. It records who was present; it does not say what they thought or what they did afterwards. Keep it narrow and factual, and use it as the base for other reports. ## Step 1: define “attended” before you export The most common dispute is not about numbers but about words. Does “attended” mean scanned at the door, present at the session or present for a minimum time? Write the definition, with the activity it applies to: “Attended the strategy session means a unique accepted check-in at that activity between 9:30 am and 12:30 pm on Day 1.” Use unique accepted attendance as the unit: the count of distinct people whose check-in passed every rule, excluding rejected attempts, repeat scans and ineligible scans. State the denominator: eligible invited people, or registered people, or people on the list on a given date. ## Step 2: check that the data you need was captured You can only report what was recorded. Before the event, make sure that the fields you will want in the report were collected: employee code, city, zone, department, designation. Unstoppable NAMI 2026 asked for employee code, city and zone at registration, and the attendance scanner showed them. That is what made a later cut by city and zone possible. If you did not collect a field, you cannot cut by it, except by joining to another list. ## Step 3: pull the export Open reports and choose attendance. A useful export lists who was scanned for which activity, with the scanner and the time. Choose the activities you need, a date range and the groups. Download it, name the file with the occasion, activity and date, and keep the original untouched. Make your working copy from it. If you report regularly, set up a recurring export to a sheet or a team, so that you do not rebuild it each time. ## Step 4: clean and summarise Read the raw export before you summarise. Look for duplicates, test scans by stewards, entries without a name and manual additions. Remove obvious test scans, with a note. Count manual additions separately and keep their notes. Then summarise per activity: | Activity | Eligible | Unique accepted | Rate | Attempts | Manual adds | | ---------------------- | -------- | --------------- | ---- | -------- | ----------- | | Opening plenary, Day 1 | 410 | 352 | 86% | 401 | 6 | | Gala dinner | 410 | 331 | 81% | 372 | 4 | The figures above are a layout example, not data from an event. In your report, replace them with your own, and always show the eligible count and the date of measurement. ## Step 5: cut it the way readers need Different readers need different cuts. - **Finance:** total unique accepted per meal and per day. - **HR:** a list of people who did not attend a mandatory session, with a reason code if known. - **Regional heads:** attendance by zone, so each can see their own people. - **Sponsor:** a one-line summary with the rate and the denominator. Prepare each cut from the same cleaned data, so the numbers agree. Never let two versions of the truth circulate. ## Step 6: reconcile with your own list Compare the report with your registration or invitation list. Who is on the list but never scanned? Who scanned but was not on the list? For each of the differences, decide whether it is a no-show, a data error or a late registration. Add a note. Where a gap matters, such as a mandatory session, follow up personally. ## Step 7: protect the data An attendance report is personal data. Share it with named people only, through a controlled place, not a forwarded email chain. Remove columns that readers do not need, such as phone numbers. State how long the file will be kept, and delete it on schedule. Ask your counsel about obligations under India’s data protection law as it commences in phases. ## Step 8: file it with the rest of the record Save the final report with the raw export, the definition, the activity list and the date. Add a line on anything unusual: a scanner outage, a changed session time, a venue evacuation. In a year, someone will ask, and the note will save you an hour. ## Mistakes to avoid **Reporting scans as people.** Use unique accepted attendance. **Changing the definition after seeing the number.** Agree it first. **Sending the raw export to everyone.** Cut it for the reader and the purpose. **Forgetting manual additions.** They are part of the record; label them. ## A sample definitions page to attach Attach a half-page definitions note to every attendance report. It should say what an activity is, what counts as accepted, how repeats and rejected scans are treated, how manual additions are shown, what the denominator is and the date and time the data was read. Add the name of the person who prepared the report and the person who reviewed it. This short page prevents most disagreements later, because everyone who reads a number can see exactly what it means. When definitions change between events, say so, and avoid comparing numbers that were built on different rules. ## How Sociana handles this [Reports and exports](https://sociana.in/features/reports-and-exports/) provide attendance reports listing who was scanned for which activity, with the scanner and the time, with role-limited access to participant data and activity logs for admin changes. [QR attendance and activities](https://sociana.in/features/qr-attendance-and-activities/) keeps scan attempts separate from unique accepted attendance. [Member imports and profile fields](https://sociana.in/features/member-imports-and-profiles/) carry employee code, city and zone, and in-app mobile dashboards give Owners and Managers live counts during the event. Unstoppable NAMI 2026, the NAM India Annual Strategy Meet at Aamby Valley in April 2026, captured employee code, city and zone, and surfaced document status on the attendance scan so the desk could chase missing IDs on the spot. Read the [Unstoppable NAMI 2026 case study](https://sociana.in/case-studies/unstoppable-nami-2026/), and the Lakshya 26 account of a simple app in the [Lakshya 26 case study](https://sociana.in/case-studies/lakshya-26-zydus-wellness/). ## Frequently asked questions ### How soon after the event can I get the report? Attendance data is recorded as scans happen, so a first export is available the same evening. Allow a few days to clean and reconcile. ### Can I see who scanned each person? Yes. The report lists the scanner and the time for each check-in. ### Can I get attendance by city or zone? If you collected those fields at registration, yes. Plan the fields before the event. ### Who can export attendance? Only roles with report permission can export participant data. Keep that list short. ## Related reading Glossary: [unique accepted attendance](https://sociana.in/glossary/unique-accepted-attendance/), [attendance activity](https://sociana.in/glossary/attendance-activity/), [employee code login](https://sociana.in/glossary/employee-code-login/), [member](https://sociana.in/glossary/member/). Occasion hubs: [corporate annual meets](https://sociana.in/event-types/corporate-annual-meets/), [employee programmes](https://sociana.in/event-types/employee-programmes/) and [sales kickoffs](https://sociana.in/event-types/sales-kickoffs/). See [templates and checklists](https://sociana.in/templates/) and the [calculators](https://sociana.in/calculators/). [Reports & exportsThe screens your guests and your desk use for this.See how it works](https://sociana.in/features/reports-and-exports/) ## Keep reading [Reports & exports](https://sociana.in/features/reports-and-exports/)[QR attendance & activities](https://sociana.in/features/qr-attendance-and-activities/)[Member imports & profile fields](https://sociana.in/features/member-imports-and-profiles/)[Corporate annual & strategy meets](https://sociana.in/event-types/corporate-annual-meets/)[Recurring employee programmes](https://sociana.in/event-types/employee-programmes/)[Sales kickoffs & R&R nights](https://sociana.in/event-types/sales-kickoffs/)[Export reports](https://sociana.in/help/organisers/export-reports/)[Export your leads after the show](https://sociana.in/help/exhibitors/export-your-leads-after-the-show/) [Back to Guides](https://sociana.in/guides/) ## Want us to run this for you? Our team sets it up for your event, checks it with your desk and runs it with you on the day. 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