Managing Attendance

Taking attendance#

Recording who attended each meeting and event is straightforward in Scoutworks. Attendance data feeds into member profiles, reports, and insights — so keeping it up to date is well worth the few seconds it takes.

How to take attendance#

There are two ways to open the attendance register:

1. From the Events page — open the Event Actions dropdown and select Take Attendance.
2. From an event detail — click into an event, then use the Event Actions dropdown inside the dialog and select the attendance option.

The attendance register shows all members in the relevant section(s). Mark each member as present or absent.

Offline Attendance Register#

Heading to a campsite or venue with no signal? Use the Offline Attendance Register:

1. Open the Event Actions dropdown on the Events page (or from Member Actions on the Members page).
2. Select Offline Attendance Register.
3. Take attendance as normal — your entries are saved locally on your device.
4. When you are back online, the data syncs automatically.

This means you are never blocked from recording attendance, even without an internet connection.

Viewing attendance in event details#

Each event has an Attendance tab in its detail dialog. The full set of tabs is: Event Details | RSVP Responses | Attendance | Equipment | Costs | Payments.

The Attendance tab shows:

• Which members attended.
• Overall attendance count for the event.
• Any notes recorded during attendance.

Visitors and guests#

Not everyone at an event is a member or a leader. The Visitors & guests card on an event's Attendance tab is where you record everybody else — a visiting leader from another group, a parent helping on the night, a young person trying a session, an outside instructor.

It is a proper list rather than a line in the description, so you can see how many extra people were there and who they were.

Adding a visitor or guest#

1. Open the event and go to the Attendance tab.
2. Scroll to the Visitors & guests card.
3. Type the person's Name. This is the only field you have to fill in.
4. Choose a Type: Visitor, Parent helper, Prospective member, Instructor, or Other.
5. Add a short note if it helps — for example "Running the climbing session". This is optional.
6. Click Add guest.

The form stays open and keeps the type you picked, so five parent helpers take five names and five clicks.

Editing and removing#

Each person in the list shows their name, a type badge, and their note. Every row has an edit button and a remove button. Removing somebody asks you to confirm first, because you cannot undo it.

The number next to the card heading tells you how many visitors and guests you have recorded for that event.

Who can see the list#

The card is for leaders and Group Admins. Parents never see it — it does not appear anywhere in the event details parents open.

On an event shared with another group, only the host group's leaders see the list. If your group is attending someone else's event, record your own visitors on your own event.

Downloading attendance data#

To export attendance records:

1. Open the event detail dialog.
2. Open the Event Actions dropdown.
3. Select Download Attendance.

This generates a file you can save, print, or share — useful for district reporting or your own records.

Attendance on the Members page#

The Members page includes an Attendance tab (one of the page-level tabs: Members | Attendance | Sharing & Transfer | Parents). This view shows attendance data across all events, giving you a bird's-eye view of member participation over time.

What's next#

• Creating Events — set up camps, meetings, and activities.
• RSVPs and Attendance — manage parent RSVPs alongside attendance.