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How Do I Track Homeschool Attendance?

Tracking attendance is essential for many homeschool families and co-ops, whether for state reporting requirements, scholarship documentation, or simply monitoring participation. Homeschool Hive provides built-in tools to track attendance at events, generate reports, and maintain records for your homeschool group.

Quick Answer​

To track homeschool attendance, use the Check-In feature on any event page. As attendees arrive, search for their name and click Check In. View real-time statistics, filter by status, and export attendance reports in CSV or PDF format for your records.

Why Track Attendance?​

Attendance tracking serves multiple purposes for homeschool groups:

Compliance and Documentation:

  • Meet state homeschool reporting requirements
  • Document participation for umbrella schools
  • Provide records for scholarship programs
  • Support grant applications or funding requests

Group Management:

  • Verify who actually attended vs. who registered
  • Identify engagement patterns
  • Plan future events based on attendance trends
  • Follow up with families who miss multiple sessions

Safety and Accountability:

  • Know exactly who is present at any time
  • Have accurate headcounts for emergencies
  • Track adult-to-child ratios

Step-by-Step Guide​

Step 1: Access the Check-In Feature​

For Single Events:

  1. Navigate to your event page
  2. Click Manage Event in the event menu
  3. Select Check-In or Attendance from the admin panel
  4. The check-in interface displays all registered attendees

For Series Events (recurring classes, ongoing programs):

  1. Go to your series event page
  2. Click Manage Series
  3. Find the specific session date
  4. Click Check-In for that session
Quick Access

Bookmark the check-in page on your mobile device before your event. This provides fast access when families start arriving.

Step 2: Understand the Check-In Interface​

The check-in screen shows key information at a glance:

Statistics Overview:

  • Total - Total number of registered attendees
  • Checked In - How many have arrived
  • Pending - Attendees not yet checked in
  • No Show - Attendees marked as absent

Progress Bar:

  • Visual green bar that fills as you check people in
  • Shows completion percentage
  • Updates in real-time

Attendee List:

  • Names with profile avatars
  • Access type badges (ticket type, series pass)
  • Current status with timestamps
  • Action buttons for each person

Step 3: Check In Attendees as They Arrive​

When a family arrives at your event:

  1. Search for their name - Type in the search bar to quickly find them
  2. Click the green "Check In" button - Located next to their name
  3. Confirmation appears - Status updates to show check-in time
  4. Repeat for each family member or attendee

The system automatically records:

  • Exact check-in timestamp
  • Who performed the check-in
  • Updated running statistics

Step 4: Use Filters to Manage the List​

For larger events, filter the attendee list by status:

  • All - View everyone registered
  • Pending - Only show people who have not checked in yet
  • Checked In - Only show people who have arrived
  • No Show - Only show people marked as absent

Use the Pending filter during active check-in to focus only on families you are still waiting for.

Step 5: Handle Special Situations​

Undo an Accidental Check-In:

  1. Find the person in the list
  2. Click the Undo button (appears after check-in)
  3. Their status returns to Pending

Mark a No-Show: After the event starts, mark families who did not attend:

  1. Filter to show Pending attendees
  2. Click the X icon next to absent attendees
  3. Status changes to No Show

Late Arrivals: If someone was marked as no-show but arrives late:

  1. Click Reset to return them to Pending
  2. Click Check In as normal

Step 6: Track Series Attendance​

For recurring events like weekly co-op classes, track attendance across all sessions:

How Series Check-In Works:

  • Each session has its own separate check-in
  • Series pass holders appear on every session's list
  • Attendance is tracked per session, not just once for the series
  • Drop-in attendees appear only on their registered sessions

Viewing Attendance Patterns:

  • See which families attended which sessions
  • Identify perfect attendance
  • Notice patterns (lower attendance on certain dates)
  • Follow up with families who miss multiple sessions

Step 7: Export Attendance Reports​

Generate reports for your records, scholarship programs, or co-op documentation.

Single Event Reports:

  1. Go to the event page
  2. Click Manage Event > Attendance
  3. Click Attendance Report or Export
  4. Choose your format:
FormatBest For
CSVImporting to spreadsheets, further analysis
Print/PDFPhysical records, official documentation

CSV Reports Include:

  • Attendee names
  • Email addresses
  • Access type (ticket type, series pass)
  • Check-in status
  • Check-in timestamps
  • Summary statistics

PDF Reports Include:

  • Event name and date
  • Group name
  • Formatted attendee roster
  • Check-in status for each person
  • Summary statistics
  • Professional layout for printing

Series Reports:

For event series, generate two report types:

Roster Report:

  • Shows attendee list with check-in details
  • Can select all sessions combined or a specific session
  • Includes names, contact info, access type, and status

Summary Report:

  • Shows attendance statistics across the entire series
  • Session-by-session breakdown
  • Check-in count vs. total count per session
  • Attendance rate percentages
  • Overall statistics:
    • Total unique attendees
    • Average attendance per session
    • Overall attendance rate

Using Attendance for Homeschool Records​

State Reporting​

Many states require attendance documentation for homeschooling. Use Homeschool Hive attendance records to:

  • Document co-op class participation
  • Track enrichment activity attendance
  • Maintain records of educational field trips
  • Demonstrate consistent educational engagement

Scholarship Documentation​

For families using scholarship funds (ESA, tax credit scholarships):

  • Export attendance reports as proof of participation
  • Provide PDF records with dates and activities
  • Document attendance at approved educational events

Co-op Requirements​

If your co-op has attendance policies:

  • Track which families meet participation requirements
  • Identify families who may need follow-up
  • Generate end-of-year attendance summaries
  • Document volunteer or teaching participation

Tips​

  • Charge your device before events to ensure you have battery for check-in
  • Download a backup list before the event in case of technology issues
  • Designate a check-in volunteer for large events so you can focus on other responsibilities
  • Check yourself in first to test that the system is working
  • Export reports regularly to maintain backup records
  • Use the calendar as a secondary attendance record by tracking which events your family attended
  • Set up series passes for recurring classes to simplify tracking across multiple sessions
Calendar Integration

Your personal calendar on Homeschool Hive shows all events you have attended. This provides an additional way to review your family's participation history.

Best Practices for Group Leaders​

Before Events​

  • Test the check-in system
  • Prepare a paper backup list
  • Review the attendee list for special needs or notes
  • Ensure your device is fully charged

During Events​

  • Start check-in as people arrive (do not wait until everyone is there)
  • Use search for faster check-in at busy events
  • Verify you are checking in the correct person, especially for children

After Events​

  • Mark remaining registrants as no-shows
  • Review attendance statistics
  • Export and save the attendance report
  • Follow up with families who missed if appropriate