Attendance registration through the Learn365 mobile app

Introduction

LMS365 (Learn365) enables learners, instructors, and admins to register attendance for sessions (standalone or within session groups) in various ways.

The Learn365 mobile app allows instructors to manually register learners' attendance on instructor-led training or lets learners self-register their attendance for sessions.

This article describes these two approaches to attendance registration through the Learn365 mobile app.

 

Registration by the instructor

Manual registration

 

NOTE   

Only users with a session instructor role can register learners' attendance for sessions (standalone or within session groups) in the Learn365 mobile app.

 

Instructors can manually register learners' attendance in each session separately (standalone or within a session group) through the Learn365 mobile app.

1. Log in to the Learn365 mobile app.

2. In the relevant course catalog, select the relevant instructor-led course.

3. Navigate to the Sessions tab of the course. For standalone sessions, select Register attendance to start attendance registration for this session.

If a session for which you need to register attendance is part of a session group, select the relevant session group and the number of sessions in the group link to open the list of sessions in this group. From the opened list of sessions, select the relevant one and tap Register attendance

You can't register attendance for sessions that have a future start date and time.

4. In the opened learner list, select the checkboxes of the relevant learners and select Register attendance. To register attendance for all learners in the list, select the Name checkbox.

In the opened Attendance panel, select the relevant value: Absent, Absent (Informed), 25%, 50%, 75%, or 100%, or select Cancel to leave the panel. Repeat this process for each set of learners for whom you want to register a specific attendance percentage. 

 

Register_attendance_action

 

The selected attendance value is applied to all the selected learners and overwrites any existing attendance value recorded for the learners. 

For example, you select two learners in the list. One of them already has 75% recorded as their attendance value and the other learner has no attendance registered yet. If these two learners are selected and the attendance registered for them is set to 100%, both learners will have 100% attendance set.

5. When the registration of learners' attendance is completed, the registered attendance status is displayed under the Attendance column for every learner that was selected. 

The set attendance can also be tracked in the Learn365 Admin Center.

 

Generate the QR code for attendance registration

A separate QR code should be generated for each session (standalone or within a group) that requires attendance registration via the QR code.

Instructors can generate a QR code for specific sessions in the Learn365 mobile app.

Course admins and instructors can generate and download QR codes from the Learn365 Admin Center while managing the relevant session (standalone or within a group) of the course in question. 

Learners can then register their attendance at the session by scanning the QR code through the Learn365 mobile app.

The Allow Learners to register their own Attendance via the LMS365 Mobile App and QR Code is required   options must be enabled for the session so that learners can self-register their attendance in this session via a QR code.

To generate and share a QR code in the Learn365 mobile app:

1. Log in to the Learn365 mobile app.

2. In the course catalog, select the relevant course and navigate to the Sessions tab.

3. On the Sessions tab, for a standalone session, tap Generate QR code.

If a session for which you need to generate a QR code is part of a session group, select the relevant session group and the number of sessions in the group link to open the list of sessions in this group. From the opened list of sessions, select the relevant one and tap Generate QR code.

 

Generate_QR_code_action

 

4. When the QR code is generated, share it with learners using the share icon that's displayed in the top right-hand corner of the screen.

The sharing options may differ depending on the mobile device and may be: send via email, share via social networks, save to storage and share access, send as a message, download, share via Bluetooth, print, and share on an external monitor.

 

Self-registration by the learner

Learners can register their own attendance through the Learn365 mobile app if the admin has enabled the following options for the relevant session: Allow Learners to register their own Attendance via the LMS365 Mobile App and QR Code is required, or Signature is required.

 

NOTE   

Learners can't register attendance for a session if:

  • The session has a future date and time.
  • The allowed period of time for self-registration set by the admin has been exceeded.
  • The learner's attendance has already been set.

 

Learners can register their attendance in a session through the Learn365 mobile app in several ways:

  • Using the Mark attendance option in a session.
  • Using a QR code. 
  • By providing a signature. 

To set attendance, the learner should log in to the Learn365 mobile app and navigate to the Sessions tab of the relevant instructor-led training. 

 

Register attendance using the Mark attendance option

Learners can register their own attendance through the Learn365 mobile app by selecting Mark attendance in the relevant session (standalone or within a group) if the admin has enabled the Allow Learners to register their own Attendance via the LMS365 Mobile App option for the relevant session.

To register their attendance using the Mark attendance option, learners should navigate to the Sessions tab. 

Further actions depend on the course enrollment type and whether the learner registered in standalone sessions and/or session groups:

  • For courses with the all- enrollment type.

For a standalone session Mark attendance is displayed directly on the card of a session for which self-registration is enabled and if attendance registration is within the time set by the admin.

For a session group, the learner should select the number of sessions in the group link to open the list of sessions in this group. Mark attendance is displayed directly on the card of a relevant session for which self-registration is enabled and if attendance registration is within the time set by the admin.


The Mark attendance option isn't displayed for sessions where attendance has already been registered.
Learners register their attendance for the relevant session by selecting Mark attendance. When attendance is registered, they will see the notification Your attendance was marked set at the top of the screen.

Attendance can now be tracked by the instructor and admin.

 

Mark_attendance_action_for_all_enrollment_type_course.png

Example of attendance registration for a standalone session.

 

  • For a single- enrollment type course.

If a learner is registered in standalone session, Mark attendance is displayed on the card of this session if it is within the time set by the admin to register attendance.

If a learner is registered in a session group, they should select the number of sessions in the group link to open the list of sessions in this group. Mark attendance is displayed directly on the card of a relevant session for which self-registration is enabled and if attendance registration is within the time set by the admin.

The Mark attendance option isn't displayed on the card of sessions where attendance has already been registered.
Learners register their attendance for the relevant session by selecting Mark attendance. When attendance is registered, they will see the notification Your attendance was marked at the top of the screen.

Attendance can now be tracked by the instructor and admin.

 

Mark_attendance_action

Example of attendance registration for a standalone session.

 

  • For a multiple- enrollment type course.

If a learner is registered in a standalone session, Mark attendance is displayed on the card of this session if it is within the time set by the admin to register attendance.

If a learner is registered in a session group, they should tap the number of sessions in the group link to open the list of sessions in this group. Mark attendance is displayed directly on the card of a relevant session for which self-registration is enabled and if attendance registration is within the time set by the admin.

The Mark attendance option isn't displayed on the card of sessions where attendance has already been registered.
Learners register their attendance for the relevant session by selecting Mark attendance. When attendance is registered, they will see the notification Your attendance was marked at the top of the screen.

Attendance can now be tracked by the instructor and admin.

 

Mark_attendance_action_for_multiple_enrollment_type_course.png

Example of attendance registration for a standalone session.

 

Register attendance using a QR code 

Learners can register their own attendance through the Learn365 mobile app using a QR code if the admin has enabled the following options for the relevant session: Allow Learners to register their own Attendance via the LMS365 Mobile App and QR Code is required.

To be able to register attendance using a QR code, learners should allow the Learn365 mobile app to access the camera on their device.

Depending on the way the QR code has been shared with learners, learners can register their attendance in the following ways:

  • By scanning the QR code using the camera on their device.
  • By detecting the QR code directly on the mobile device.

 

Scan QR codes using a device camera

When the QR code is provided, for example on a presentation slide, learners can scan it directly from the screen by pointing the device camera at the QR code.

To register their attendance, learners should follow the steps:

1. Log in to the Learn365 mobile app and in the relevant course.

2. On the Sessions tab, select the relevant session (standalone or within a session group). To set attendance for a standalone session, tap Mark attendance on the session card. For a session within a group, select the session group and tap the number of sessions in the group link to open the list of sessions in this group. Mark attendance is displayed directly on the card of a relevant session for which self-registration is enabled and if attendance registration is within the time set by the admin.

The Mark attendance option isn't displayed on the card of sessions where attendance has already been registered.

A window opens, with instructions to Hold your device over the QR code and that the QR code will be scanned automatically. 

3. Point the device camera at the QR code. The QR code is scanned automatically.

4. When the QR code has been scanned, attendance will automatically be registered for the selected session. It may take some time before the page is updated.

Learners have now registered their attendance for the selected session and will see the notification that their attendance has been successfully marked.

The registered attendance can now be tracked by the instructor and admin.

 

Detect a QR code directly on the mobile device

Learners may receive a QR code via email, social networks, a shared link, or shared access to the storage.

In all these cases, learners can register their attendance through the Learn365 mobile app by detecting the QR code directly on their mobile device. QR code detection depends on the capabilities of the learner's mobile device and the software installed for reading QR codes.

Generally, the attendance registration process includes the following steps:

1. The learner opens the received QR code on their mobile device. The QR code file is sent in PNG format.

2. The learner reads the QR code using a suitable app on their mobile device. Some apps may ask you to download the QR code before scanning it.

3. The learner taps the scanning result with the LMS365 (Learn365) website link.

 

qr_with_link.png

 

4. In the dialog, the learner selects to open the link with the Learn365 mobile app.

5. In the Learn365 mobile app, the learner is directed to the course, where the session attendance should be automatically registered.

6. If attendance still appears as not registered, the learner must wait until the page is updated.

Learners have now registered their attendance for the selected session. Attendance can be tracked by the instructor and admin.

 

Register attendance using a signature 

If the Signature is required option is enabled by the admin under Allow Learners to register their own Attendance via the LMS365 Mobile App, learners will have to provide their signature to register attendance through the Learn365 mobile app.

To register attendance using a signature, the learner will follow the steps:

1. In the Learn365 mobile app, select the course and navigate to the Sessions tab.

2. On the Sessions tab, select the relevant session (standalone or within a session group). To set attendance for a standalone session, tap Mark attendance on the session card. For a session within a group, select the session group and tap the number of sessions in the group link to open the list of sessions in this group. Mark attendance is displayed directly on the card of a relevant session for which self-registration is enabled and if attendance registration is within the time set by the admin.

The Mark attendance option isn't displayed on the card of sessions where attendance has already been registered.

3. Provide the signature directly on the mobile device screen. Selecting Clear enables learners to clear the screen and correct the signature.

 

Signature_requred_to_mark_attendance.png

 

4. When the signature is ready, select the checkmark ✓ to complete attendance registration.

Learners have now registered their attendance for the selected session and will see the notification that your attendance has been successfully marked.

Attendance can be tracked by the instructor and admin.

Learners' signatures can be tracked and printed on the Attendance Sign-In Sheet by catalog admins, course admins, and session instructors from the Learn365 Admin Center.

 

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