--- title: "Tracking meeting attendance" description: "Talkspirit tracks meeting attendance in two places: the invitation replies in the Participants panel, and the Check-in section of the running meeting, whose ticks are what the report keeps." category: structure-governance section: meetings type: Tutorial lastUpdated: 2026-08-05 locale: en canonical: https://support.talkspirit.com/en/structure-governance/how-to-track-meeting-attendance --- # Tracking meeting attendance ## Tracking meeting attendance Attendance is tracked in two separate places, and it is worth keeping them apart. Before the meeting, everyone invited answers **Yes**, **No** or **Maybe**, and the **Participants** panel tallies the replies. Once the meeting is running, the **Check-in** section lists everyone invited with a tick box, ticking people off as they join. Those ticks, not the replies, are what the report keeps. There is nothing to switch on. Any template that has a Check-in section fills the list in on its own. ## Where do I see who has replied? Open the meeting and click the participant avatars in its header. The **Participants** panel opens. While the meeting is still scheduled, your own answer sits at the top of the panel under **Your response**, as three buttons: **Yes**, **No**, **Maybe**. Click one and it is saved immediately. On a recurring meeting you are asked whether the answer applies to that occurrence or to the whole series. Under that, a single line tallies everybody: *2 yes · 1 no · 1 maybe · 3 awaiting reply*. Each person's row then carries their own answer as a small mark at the end of the row: a tick for accepted, a cross for declined, a question mark for tentative. No mark means no reply yet. ![The Participants panel of a scheduled meeting. Your response shows Yes, No and Maybe buttons with Yes selected. Below it, the line 1 yes, 0 no, 0 maybe, 4 awaiting reply, then five people. The first is labelled Organiser and Note taker and carries a tick; the other four carry no mark](/images/structure-governance/how-to-track-meeting-attendance/01-participants-panel-replies.png) You can also answer without opening the meeting. The meetings list has an **RSVP** column, and the calendar shows the same **Attending?** control in a meeting's popover. Declining dims the row and strikes the title through, in both the list and the calendar, so a meeting you are not going to stops competing for your attention. **Note:** the **RSVP** column shows a **Public** tag instead of an answer control on meetings you can see but were not invited to. That tag is about who may open the meeting, not about anyone's attendance. ## Who actually attended? That is recorded during the meeting, in the **Check-in** section. The section opens with the list of everyone invited and a running count, *3/5 checked in*. People are ticked automatically as they join the meeting, and can be ticked or unticked by hand at any point. The list cannot be deleted from the notes, so it stays with the meeting. ![A running meeting on its Check-in step, marked Presenting with 48 minutes left. The Check-in card reads 3/5 checked in above a list of five invited people, three of them ticked](/images/structure-governance/how-to-track-meeting-attendance/02-check-in-section-ticked.png) Ticking is saved for the organiser and for participants who have been given editing rights on the meeting. Anyone else can see the list and tick it, but their ticks stay in the notes and never reach the report. Nine of the ten templates that ship include a Check-in section. Only **Daily Standup** does not, so a meeting built from it records no attendance. If you need it there, add a section of type **Check-in** to your own template. **Note:** the replies and the ticks are independent. Someone who answered **Yes** and never came stays unticked, and someone who never replied but turned up gets ticked like anybody else. ## What does the report show? Closing the meeting produces its report, which carries attendance in two forms. The sidebar has an **Attendees** card listing **everyone who was invited**, with a tick beside the people recorded as present. The reports list shows the same people as avatars in its **Members** column. ![A published meeting report. Its body reproduces the Check-in list, headed 3/5 checked in with three of five people ticked. In the sidebar, the Attendees card lists all five invited people, with a tick beside the same three](/images/structure-governance/how-to-track-meeting-attendance/03-report-attendees.png) The Check-in list itself is reproduced in the body of the report, headed **Check-in** with the count it ended on and each person marked ticked or unticked. That is also what comes out in the PDF export. ## How do I see attendance across the organisation? Administrators get an organisation-wide figure. In the sidebar, open **Meeting settings**, then **Admin Settings**, then the **Statistics** tab. **Average Attendance** sits in the top row of metric cards, beside Total Meetings, Total Hours and Average Duration. It is the share of invited people recorded as present, averaged over every completed meeting in the period you pick: current month, last 3, 6 or 12 months. Meetings where nobody was ticked count as zero, so the figure only means something once check-in is part of how your meetings run. ![The Statistics tab of Meeting settings, on Current month. The Meeting Insights card shows four metrics: Total Meetings 8, Total Hours 8, Average Duration 60 min and Average Attendance 53%](/images/structure-governance/how-to-track-meeting-attendance/04-statistics-average-attendance.png) ## What's Next? - [Changing the note taker during a meeting](/structure-governance/how-to-change-the-secretary-during-a-meeting), who holds the pen and what that does not include. - [Closing a meeting](/structure-governance/how-to-close-a-meeting), the step that turns the ticks into a report. - [Creating a meeting template](/structure-governance/how-to-create-a-meeting-template), where a Check-in section is added. - [Meetings Overview](/structure-governance/meetings-overview)