Pulling Attendance Reports for Virtual Sessions

Attendance reports are pulled the morning after a virtual session. Pull attendance reports from GoTo Webinar for FOT, PIP, MAP, MEM, and MAP2 each day after the virtual session has happened. After updating the attendance report, if anyone required to attend is missing from the session, send an email to the participant stating their absence. Use email template titled, ‘Your FOT Participation | Virtual Session Attendance’. If there is more than one participant to send missed virtual session notice to, BCC everyone in a group email using the template for the appropriate program (ex: Your PIP Participation | Virtual Session Attendance, Your MAP Participation | Virtual Session, etc.). Virtual Session attendance notices will be sent from the Registrar. There is no attendance report needed for FLT

Pulling the Excel report

Log onto the GoToWebinar site:

www.gotowebinar.com

FOT- UserID: ie-fot@live.com , Password: ieco2009  – FOT & all programs but PIP are here

PIP- UserID: ie-pip@live.com , Password: test1234  –  PIP programs only

*Note: FLTS seminars and other special webinars: You do not need to save an attendance report unless requested by the Founders or Program Leaders. Run the report, track the advanced member attendance (MEM/MAP/MAP2) in the Virtual Sessions section of the PM tab, and discard the report.

1. After logging on, click Sign in to GoTo Webinar and make sure you are on the GoToWebinar page.
2. On the left-hand side menu bar click on Generate Reports.
3. Check the box next to Attendee Report and make sure you have checked the box for within 7 days.
4. Click Show Webinars. A list of the latest webinars will appear with the most recent on top.
   • If you do not see the training you are pulling attendance for, select a date range and click Show Webinars.
5. From the list of results, select the desired training session by checking off the box to the left of the date/time of the training title.
6. Select the Excel report format (.XLSX).
7. Click Generate Report to download the report.

Formatting the Excel report

1. Open the Excel file. The downloaded file shows all participants in attendance to the virtual session through the GoToWebinar app or desktop versions. We will not see people who attended by phone.
2. Save file in Dropbox location: Influence Ecology > Evaluations and Feedback > Attendance. File naming should be as follows: Name of Program (FOT/PIP) number of program, session number Attendance, and session date, e.g., FOT 51-03 Attendance 09-05-17. If you have programs with separate Asian Pacific webinars, save the file as FOT 51 AP-03 Attendance 09-05-17.
   • The attendance reports are saved for the FOT and PIP programs only. For all other programs, (MEM/MAP/MAP2) we only pull and use the report to update the google doc tabs for the advanced members (track those who attend their program under the program section of the PM tab, those who are auditing are traced under the Virtual Sessions section). The report does not need to be saved.
   • FLTS seminars and other special webinars: You do not need to save an attendance report unless requested by the Founders or Program Leaders. Run the report, track the advanced member attendance (MEM/MAP/MAP2) in the Virtual Sessions section of the PM tab, and discard the report.
3. Anyone who is registered for the Program will show in the list of names. Delete the ‘No’s of the list by highlighting the rows of No’s, right click your mouse and select delete.
4. Sort the list in alphabetic order by first name. You can do this whatever way works best for you, such as the Filter command under Sort and Filter. Just make sure all the information is with the correct person in each row. To use the Sort and Filter:
   1. Select Row 8 (the row with Attended/Last Name/First Name, etc.
   2. Click Sort & Filter/Filter to turn the filter on.
   3. Click the arrow in the First Name column and select Sort A to Z.
   4. Click Sort & Filter/Filter to turn the filter off.
5. Cut and paste the program name into the column A header behind “Attendee Report” (eg: Attendee Report: Fundamentals of Transaction Program (FOT54).
6. Delete column B, titled Interest Rating. This column is not needed in the report.
7. Highlight columns D through H. Right click and Hide those columns.
8. Make sure to save the document as you go. Save.

Tracking attendance

1. Open the Google Doc file named, Program Management and scroll to the tab for the Program for which you are recording attendance. (ex: FOT ## MMM YYYY, or MAP).
2. Enter an x or n in the VS column for the session number that you are recording. (ie: Virtual Session 1, 2, 3, etc.) Our more advanced participants have the option to join an FOT or PIP virtual session to revisit the teachings.
   1. If there are participants that joined the session that are not part of the program you are pulling attendance for, highlight their name in yellow so you can record them as attending.
   2. Note: Check the First name column for any standing agreements regarding attendance (e.g., someone works and listens by phone, etc, and should be marked IC).
3. Record the advanced participants in this session by entering the total number of guests at the bottom of the VS column under the last member entered. (FOT and PIP only).
   • Right click your mouse and insert a note in the cell.
   • Enter the first and last name of each advanced participant guest.
4. Now make sure you go to the MEM/MAP/MAP2 tabs and log the advanced member’s audits under the Virtual Sessions section of the PM tab. This is very important for statistics. Make sure you record the attendance under the correct month (i.e., February 2018 runs from 16 Jan to 15 Aug).
5. Remove the yellow highlight from the advanced participant names on the Attendance Report.
6. As a last step, resave the PIP or FOT report to Dropbox. If the report is not for FOT or PIP you can delete the file.

Sending Virtual Session Attendance notices

After updating the attendance report, check to see if anyone required to attend missed the session and did not give advance notice. Send an email to the participant stating their absence. Use email template titled, ‘Your FOT Participation | Virtual Session Attendance’. If there is more than one participant to send the virtual session attendence notice oo, BCC everyone in a group email using the template for the appropriate program (ex: Your PIP Participation | Virtual Session Attendance, Your MAP Participation | Virtual Session, etc.). The emails should be sent from the Program Coordinator / Program Administrator.