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Collect and record attendance

by MASTER · 2 views

Collect attendance sheets and enter attendee records immediately after a program session so participant data is complete and follow-up can proceed. Run this right after the session while names and times are fresh.

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What's inside

Collect and record attendance

Collect attendance sheets and enter attendee records immediately after a program session so participant data is complete and follow-up can proceed. Run this right after the session while names and times are fresh.

⏱ 30 min ★ Medium
Target

Printed attendance sheets from today's session are scattered across the registration desk, program room, and two breakout rooms and attendee names are not yet entered in the central spreadsheet.

Obstacle

Sheets are often left in different rooms, some entries have illegible handwriting or missing emails, and a few attendees signed with nicknames that do not match registration records, which slows verification.

Expectation

All attendees from today's session are recorded as individual rows in the central spreadsheet with Date, Event, Full Name, Email, Organization, Check-in Time, and Source Sheet; original paper sheets are stored in the program binder.

Tools
  • • Laptop with spreadsheet software — 1
  • • Smartphone or scanner — 1
  • • Pen and clipboard — 1
Steps
  1. 01
    Gather physical sheets
    Collect all printed attendance sheets from the registration desk, program room, and breakout rooms; place them in a labeled folder and count the total number of sheets.
    ⏱ 5 min
  2. 02
    Inspect and mark issues
    Review each sheet and mark missing fields (email, organization) or illegible names with a short note; flag sheets that require coordinator follow-up.
    ⏱ 5 min
  3. 03
    Scan or photograph sheets
    Scan or take clear photos of every sheet and upload the image files to the 'Attendance/Scans' folder using filenames 'YYYYMMDD_Room_Sheet#'.
    ⏱ 5 min
  4. 04
    Enter records into spreadsheet
    Add one row per attendee to the central spreadsheet with columns Date, Event, Full Name, Email, Organization, Check-in Time, and Source Sheet; update existing rows instead of creating duplicates.
    ⏱ 12 min
  5. 05
    Backup and report issues
    Save a cloud backup copy of the updated spreadsheet, place original sheets in the program binder, and message the coordinator with a list of missing or ambiguous entries needing follow-up.
    ⏱ 3 min