Microsoft Teams attendance report

Microsoft Teams attendance and engagement reports offer a basic overview for the meeting organizer of meeting participation, providing insights into attendee names, join and leave times, and overall meeting duration.

To truly understand meeting effectiveness and identify areas for improvement, organizations need to explore robust solutions like the main meeting's attendance reports. This article delves deeper into  Microsoft Teams attendance reports and introduces tools that can offer greater value.

The Purpose Of Teams Meeting Attendance Reports

Teams generate meeting attendance and engagement reports for different channel meetings, providing valuable insights into meeting participation and engagement. These reports detail attendee information on scheduled channel meetings, including join and leave times.

Accessing attendance reports

To access and utilize attendance reports in Microsoft Teams, consider the following:

• IT administrators: Determine whether attendance reports are available organization-wide.
• Meeting organizers/co-hosts: Can view manage and download attendance reports for their future meetings.
• Meeting attendees: Have the option to hide their personal information from the report, if allowed by the organization's privacy settings.

Essentially, these reports offer a comprehensive overview of meeting participation, but their availability and accessibility are subject to administrative settings and user preferences.

Teams Meeting Attendance Information

Every meeting within an organization generates a specific meeting attendance report afterward. This post-meeting invite summary provides detailed information about participants, including their names, roles, email addresses, and attendance duration. Additionally, it captures the meeting's start and end times, overall length, and a general overview of the session.

Turn Attendance Reports On Or Off Before A Meeting

A meeting organizer has full control over attendance reports toggle for both one-time and meetings that keep recurring. They can easily enable or disable current meeting attendance reports or generation at any time.

To manage a meeting attendance report in Teams:

1. Open your Teams Calendar and select the desired meeting.
2. Access the meeting menu or options, and locate the "Allow attendance report" toggle.
3. Switch this toggle on to activate report generation after the meeting concludes.
4. To deactivate reports, simply return to the tile labeled "attendance report" and turn off the toggle.

Who Can See Meeting Attendance Reports in Teams?

While IT administrators have overarching control over enabling or disabling Team meeting reports for an entire organization, only meeting organizers, and co-organizers have specific access privileges.

• Meeting Organizers: Can view and download attendance reports directly within Teams. However, these reports are tied to the organizer's account and are lost if they leave the organization.
• Meeting Co-Organizers: Can only access attendance reports during a live Teams meeting. They cannot download the attendance list after the meeting concludes.

How To Access Microsoft Teams Attendance Reports

To enable attendance reports in Microsoft Teams to track student attendance, or simply gather a post-meeting report, follow these simple steps:

View Teams attendance report in the Chat

An attendance report is automatically generated and posted in the meeting chat approximately five minutes after the meeting concludes and does not include a Teams Calendar invite.

To access this report:

       1. Open the Teams Calendar and select the desired meeting.

       2. Navigate to the meeting chat.

       3. Locate and open the attendance report to view detailed attendance information in the meeting chat.

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Find the attendance report during the meeting

To review the current attendance report details during an active meeting, you can use the following steps:

       1. Locate the "People" icon.

       2. Click on the "People" icon from the menu.

       3. A unique attendance  report will be shown on the side of your screen.

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View the Teams attendance report after the meeting

To review a meeting's attendance report after it concludes, follow these easy steps:

1. Navigate to the Teams Calendar and choose the completed meeting.
2. Click the "Attendance Tab" to view detailed summaries of the meeting.
3. For further analysis or sharing, download the attendance report as a CSV file by clicking the "Download" button in the top corner of the report on the right-hand side.

Why Is The Team's Attendance Report Not Working?

It's important to note that Microsoft Teams reports have certain limitations:

• Multiple meetings: If two meetings occur simultaneously in the same meeting channel, only the second meeting's attendance report will be generated, and the attendance and engagement report initially excludes the first meeting's attendance reports.
• Large meetings: For meetings with 120 participants, the attendance and engagement report initially includes a portion of the list of attendees.
• Breakout rooms and past meetings: Data from breakout rooms that have been deleted or previous instances of recurring meetings is not included in the report.
• Lobby attendees: Participants who remain in the meeting lobby without joining will not appear in the attendance report if the Meeting organizer does not let them in.
• Report availability: If the "Allow attendance report" choice is disabled in the meeting controls option by the organizer, no attendance report will be generated.

Conclusion

While Teams offers a basic framework for tracking meeting attendance and engagement reports, its capabilities are limited when reviewing the final report in the Microsoft Teams admin center. For a comprehensive and actionable understanding of meeting performance, organizations should consider advanced tools like Bluedot.

Beyond attendance tracking, Bluedot excels at capturing critical meeting details through reliable recording, even when screen sharing is involved. With features such as transcription, automated email generation, and customizable meeting templates,  and secure storage, Bluedot empowers teams to optimize their meetings, enhance collaboration, and make data-driven decisions.

By choosing Bluedot, organizations can elevate their meeting culture and unlock the full potential of their team interactions.

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