The Daily Activity Attendance report provides a participant-level, day-by-day view of attendance across activities and sessions at one or more sites. Unlike summary reports, each row represents an individual participant’s attendance record, making this the go-to report when staff need to review attendance at the person-by-person level across a specific date range.

Overview & When to Use

This report shows daily attendance detail for each participant, organized by Site, Activity, and Session, with one column per date that has any recorded attendance within the selected range. It is designed for staff who need to verify, audit, or analyze attendance at the individual level rather than in aggregate.

Typical audience: Site-level staff, program coordinators, and grant/district-level administrators who need to review or confirm individual participant attendance across one or more sites.

Most useful when:

• Reviewing whether a specific participant has been attending consistently across days.
• Auditing attendance data entry completeness at the individual level — missing records are visible as gaps.
• Investigating low session counts flagged in a summary report by drilling down to see exactly who was or was not marked present.

Understanding the Report

• Start with the grouping columns on the left. Data is organized by Site, then Activity, then Session. Each row represents one individual participant within that Site/Activity/Session combination.
• Read across the date columns. Each date column shows whether that participant was marked Present on that day. Look for gaps — days where a participant has no mark when the session ran may indicate missing data entry or an attendance issue.
• Check the Total column on the right. This aggregates the participant’s Present count across all dates in the selected range, giving a quick read on overall engagement for that individual.
• Flag zeros or gaps in otherwise active sessions. A zero or blank on a day when a session ran may mean attendance was not entered, or that the participant was genuinely absent — both are worth investigating.
• Use at multiple levels. When run at the district or grantee level, multiple sites appear together, enabling cross-site review of individual attendance patterns.

Key Metrics

Statuses, Colors, and Alerts

This report does not use color-coded status indicators or automated alert flags in its standard layout. Attendance values are displayed as plain numeric counts or presence indicators.

• Zero on an active day: May indicate missing data entry or a genuine absence — neither is flagged automatically; users must interpret gaps in context.
• No column for a date: If a column does not appear for a date that the center was this can indicate missing data entry.

Notes, Limitations, and Related Reports

• Data accuracy depends on timely entry. The report reflects only what has been recorded. If site staff have not entered attendance, individual records will appear missing or show zero.
• Default date range is the past 30 days. Data outside this window requires adjusting the Date filter.
• Youth-only by default. The Adult filter defaults to “No,” so adult participant records are excluded unless the filter is changed.
• No trend lines or averages built in. The report is a flat, participant-level count grid; trend analysis requires exporting to Excel or using a complementary summary report.
• Related reports: This report is commonly used alongside the Daily Activity Attendance Summary report — the summary shows session-level counts, while this report shows the individual records behind those counts. Use both together to confirm data completeness and investigate anomalies.

Report Filters (How to Slice the Data)

The following filters are available to narrow or focus the data displayed in the report.

Site

Controls which site(s) appear in the report. When left unfiltered, all sites the user has access to are included. Use this filter to focus on a single site or a specific subset of locations.

Activity

Controls which activities are included in the report rows. When left unfiltered, all activities with recorded attendance in the date range are shown. Use this to focus on a specific program or activity type.

Session

Controls which sessions within activities are displayed. When left unfiltered, all sessions with recorded attendance are included. Use this to drill into a specific session (e.g., a particular grade-level group or time slot).

Date

Controls the span of dates for which attendance columns are generated. The report defaults to the 30 days prior to today. Adjust this filter to examine a specific week, month, or program period. Each date within the range that has at least one Present record will appear as its own column.

Adult

Controls whether adult or youth participant records are included. The default is set to No, meaning only youth attendance is shown. Change this filter to Yes to view adult participant attendance, or to include both youth and adult records together.

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 April 17, 2026 19:06