This article explains how to enable attendance tracking for a live webinar, configure the associated attendance documents, and automatically send certificates of attendance to participants who confirmed their presence.
Enable attendance tracking to monitor participant presence and generate the associated documents.
Attendance tracking allows you to confirm the presence of participants in a live webinar.
In Learnybox, you can:
Enable attendance tracking.
Customize an Attendance sheet.
Configure an individual Certificate of attendance.
Automatically send the certificate by email to participants who confirmed their attendance once the live webinar has ended.
What is attendance tracking in a live webinar?
Attendance tracking is used to identify which participants attended your live webinar and keep a record of their participation.
When attendance tracking is enabled, the Name field becomes mandatory when registering for the live webinar.
Two documents can be configured:
Document | Purpose | Recipient |
Attendance sheet | Groups the list of registered participants who attended and confirmed their attendance into a table. | Presenter |
Certificate of attendance | Generates an individual document for each participant who confirmed their attendance. | Participant and presenter |
The Attendance sheet is intended for the presenter. It can be customized at any time and exported manually once the live webinar has ended.
The Certificate of attendance is individual. It can be customized at any time, exported by the presenter, or sent automatically by email to participants who confirmed their attendance.
Step 1 - Access live webinar settings
Navigate to Marketing → Live webinars
Select the live webinar you wish to configure.
Open the Settings tab.
Step 2 - Enable attendance tracking
Open the Attendance documents sub-tab.
If attendance tracking has not yet been enabled, a message will indicate:
Attendance tracking is disabled for this live webinarClick Activate here
You will be redirected to the webinar's studio settings. At the bottom of the page, expand the Attendance tracking section, and enable attendance tracking.
Under Automatic trigger, set the delay (in minutes, after the start of the webinar) to automatically trigger attendance verification.Note: The default value is set to 0, which prevents attendance tracking from being triggered automatically.
Click Next step (bottom right) to save and apply your changes.
Step 3 - Configure the attendance sheet
Go back to your webinar settings.
Open the Attendance documents sub-tab.
Click Configure to the right of Attendance sheet.
Customize the document content using the editor.
Use the dynamic variables displayed in the variable list if needed.
Click Configure (bottom right) to save and complete the attendance sheet setup.
Variable | Displayed information |
| Live webinar title |
| Live webinar date |
| Live webinar duration |
| Attendance time |
| Current date |
Step 4 - Configure the certificate of attendance
Go back to your webinar settings.
Open the Attendance documents sub-tab.
Click Configure to the right of Certificate of attendance.
Customize the document content using the editor.
Use the dynamic variables displayed in the variable list if needed.
Click Configure (bottom right) to save and complete the certificate of attendance setup.
Step 5 - Automatically send the certificate of attendance
Go back to your webinar settings.
Open the End of live webinar sub-tab.
At the bottom of the page, enable the following option:
Send automatically at the end of the live webinar
Expand the Attendance confirmation email section.
Customize the attendance confirmation email (email subject and content).
Click Next step (bottom right) to save your changes.
Once the live webinar has ended, the certificate of attendance is automatically sent by email to participants who signed in to confirm their attendance.
Where can you find the generated documents?
The generated documents are available in your account's media library.
What your participants will experience
When attendance tracking is enabled, the Last name field also becomes mandatory when registering for the live webinar.
During the live webinar, when attendance verification is triggered, viewers will be required to sign in to confirm their presence.
After the live webinar, only participants who confirmed their attendance can automatically receive the certificate of attendance by email, provided that the attendance confirmation email has been properly configured, and the sending option enabled.
How to check that the documents are ready
The status of your attendance documents can be found in your webinar settings (Attendance documents sub-tab).
If a document appears as Not configured:
Click Configure
Review and edit the document's content.
Click Configure (bottom right) to save and complete the document setup.
At this stage, attendance tracking is enabled, the documents are configured, and the certificate of attendance can be automatically sent to participants who confirmed their attendance.