Event attendance reports: who actually came, and to which sessions — in a file you can hand on.
WebMobi turns every check-in into two CSV files: a per-session attendance report with names and in and out times, and an attendee list that says who attended and when they first arrived. Every time is in the event’s own time zone, and the file says which.
Per-session names, not just totals · times in the event’s time zone, named in the file · re-entries counted as visits, not people
What it is
An attendance report in WebMobi is the record your check-in desk produced, written out as a file. The Analytics page lists each session with every attendee and their in and out times, and exports it with the event’s headline figures. The Check-In page exports every registration with a plain Yes or No for attended. You download both from the web dashboard on events.webmobi.com — no extra tool, no spreadsheet stitching.
This page is for whoever has to answer “who was actually there?” after the event: the programme lead reporting session attendance to a sponsor or a board, the association confirming attendance for its members, the training team that needs a list per session. It covers what each file contains, how the numbers are counted, the time-zone rules, and the limits to know before you promise anyone a report.
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Which file answers which question
There are three exports. Two are about attendance; the third is your agenda, so you can edit it in a spreadsheet and import it back.
| You need | Use |
|---|---|
| Who attended each session, with times | Attendance report — Export CSV on Analytics |
| How many attended each session, and re-entries | Attendance report, section Session Attendance |
| Every registration with whether they attended | Attendee check-in list — Export List on the Check-In page (up to 500 registrations) |
| Attendance by ticket type | Attendance report, section Ticket Breakdown |
| Your agenda in a spreadsheet, to edit or reuse | Agenda — Export on the Sessions page |
| Who checked in whom, on which device | Not an export: read it on screen in History |
The attendance report: Analytics → Export CSV
Open the event and choose Analytics; the page is called Check-in Analytics and says “Times shown in …” with the event’s time zone under its title. Check the switch at the top reads Live, not Demo, then choose Export CSV. The file downloads as the event name followed by “check-in_analytics” and the date.
| Section of the file | What it holds |
|---|---|
| Header lines | Event name, exported time, the time zone the times are in, Registered, Attended, Check-ins and Attendance rate. |
| Ticket Breakdown | Ticket Type, Total Registrations, Attended and Attendance rate — “No ticket” for a registration without one. |
| Session Attendance | Session, Attendees (people) and Check-ins (incl. re-entry) (visits). |
| Session Check-ins (who attended each session) | Session, Attendee Name, Checked In At, Checked Out At — one row per visit, sorted by session, then name, then time. |
| Recent Event Check-ins (latest 10) | Attendee Name, Ticket Type, Checked In At. |
- The per-person list is fetched fresh at the moment you export. If that fetch fails you see “Export failed” and get no file — never a file with the names silently missing.
- Exported while the switch is on Demo, the per-person section reads “Not included in demo mode” and the figures are samples. Always export on Live.
- Text typed by attendees is written so a spreadsheet cannot run it as a formula.
- The report needs the View analytics permission on the event.
The attendee check-in list: Check-In → Export List
When the question is “did each person on our list turn up?”, use the check-in list. Open the event’s Check-In page, choose the All Attendees tab and select Export List. It needs the Manage registrations permission.
| Column | Contents |
|---|---|
| Name, Email, Phone | As registered. |
| Registration # | The registration number. |
| Ticket Type | The ticket’s name; a registration without one shows “General Admission”. |
| Attended | Yes if the person has any check-in — at the entrance or into a session — and No otherwise. |
| First check-in | Their earliest check-in, as YYYY-MM-DD HH:MM:SS in the event’s time zone, with the zone named. |
Times and time zones in the files
Attendance reports go wrong most often on time: a file exported in London for an event in Singapore that reads as if everyone arrived at 2am. WebMobi writes every time in the event’s own time zone and names that zone, so two people exporting the same event get the same file.
| File | Time format |
|---|---|
| Attendance report | YYYY-MM-DD HH:MM:SS, 24-hour, with the zone, in the event’s time zone. With no event time zone set, the viewer’s local time — and the file says so. |
| Attendee check-in list | YYYY-MM-DD HH:MM:SS, 24-hour, with the zone, in the event’s time zone. |
| Agenda | The wall clock in the event’s time zone, plus a Time Zone column. |
If the event’s time zone is wrong, fix it in the event’s settings first and export again. To confirm a file is right, read its third line: it names the zone.
How attendance is counted
A report is only as good as the rules behind its numbers. These are the ones WebMobi applies, on the web and in the app, online and offline.
- Attended counts people, not scans: each person once, whether they were checked in at the entrance or into a session.
- A repeat scan of someone already inside is kept as evidence and not counted again.
- Leaving and coming back is a new visit: it adds a row under Session Check-ins and a check-in, while the session still counts one person.
- Out times exist where the door scanned people out — In / Out or Out only mode. A door on In only records arrivals only.
- A check-in made offline in the app keeps the time it was made at the desk, not the time the phone reconnected.
- A badge from another event is refused and records nothing, so another event’s guests cannot inflate yours.
Session attendance depends on one decision at the door: the session the scanner is pointed at. On the web it is the Session control above the tabs; in the app it is the Scanning into button under the camera, which starts at Whole event every time the scanner opens. Check-ins made against Whole event do not count toward a session, and a check-in cannot be moved to another session afterwards — so the report is decided on the day, not after it. More on session check-in.
Before you export: make sure every phone has synced
Exports are snapshots. A phone that checked people in with no signal holds those check-ins until it reconnects, and a report exported before then is short. A sign-off export works best in this order:
- Reconnect every check-in phone and leave the scan screen open until its pending count reaches 0.
- On the event’s Check-In page, read Active Devices: each device shows when it last synced and how many of its scans arrived late today. A device that hasn’t synced may still hold scans.
- Open History → Check-ins and look for rows labelled Offline with their Synced time — the proof the offline check-ins arrived.
- Switch Analytics to Live, export the attendance report, then export the check-in list from the Check-In page.
If check-ins sync after you exported, export again. A phone that sends the same check-in twice is recorded once, so the new file has no duplicates. How offline check-in syncs.
When the question is about one person
Reports are organised by session. To follow a single attendee — “did Priya really attend the workshop?” — open the event’s History and choose Check-ins. Every check-in is listed with the attendee, the time at the desk, the session or Whole event, QR scan or by name, the staff member and, where one was recorded, the device. History is read on screen and cannot be exported. The check-in audit trail, explained.
Working with the files
- Open the CSV in Excel, Numbers or Google Sheets. If accented names look wrong in Excel, use Data → From Text/CSV and choose UTF-8.
- The attendance report holds several sections in one file, each with its own heading row. Copy a section to its own sheet before sorting or filtering.
- The agenda export uses headings the importer reads, so it can be edited and imported back without sessions moving.
What it does not do
Written down here so you find out now, not on event day.
The check-in list stops at 500 registrations
Export List holds at most 500 registrations. For a larger event, compare the row count with Registered and rely on the attendance report for session attendance.
The attendance report lists only the latest 10 entrance check-ins
Its per-session section is complete; for everyone who arrived at the entrance, use Export List.
No per-person attendance export
There is no file of “every session Jane attended”. Follow one person in History → Check-ins, on screen.
CSV only
None of the three exports produces an .xlsx or PDF file. Nothing exports from the mobile app, and History cannot be exported.
No scheduled or automatic export
Each file is downloaded by hand, as a snapshot. Export again after late check-ins sync.
Leaving times only for session visits
Out times appear where a door scanned people out; arrival at the event has no leaving time.
A check-in cannot be moved or removed
A queue scanned into the wrong session stays there. Rehearse on a separate practice event so test scans never reach the real report.
Two totals that can differ
Ticket totals include every registration status, while Registered counts confirmed registrations only.
Read the step-by-step guides
The screens, labels and checks for each step are in the product guide on events.webmobi.com.
Export attendance, check-in lists and your agenda to CSV
The three CSV exports, what each file contains, its time zone rules and its limits.
Session check-in, attendance and the analytics report
Recording who attended each session on the web and in the app, re-entry, and the attendance export.
Event History and check-in audit trail
Who changed the event and who checked in whom — staff member, device, offline or not, repeat scans.
Check-in on multiple phones: what syncs and what doesn’t
What each phone keeps, what meets on the server, and laying out desks with no signal.
What each plan includes is on the pricing page.
FAQ
How do I download who attended each session?
Open the event, choose Analytics, check the switch at the top is on Live, and choose Export CSV. The section “Session Check-ins (who attended each session)” has one row per visit, with the attendee’s name and their in and out times.
How do I get every registration with whether they attended?
On the event’s Check-In page, open the All Attendees tab and choose Export List. Each row has the name, email, phone, registration number, ticket, Attended (Yes or No) and the first check-in time — for up to 500 registrations.
Which time zone are the times in?
The event’s own time zone, named in the file. The attendance report and the check-in list write every time as YYYY-MM-DD HH:MM:SS in 24-hour form; the agenda export writes the wall clock and names the zone in a Time Zone column.
Does someone who only went to a session count as attended?
Yes. Attended counts each person once, whether they were checked in at the entrance or into a session. A session check-in is not an entrance check-in, so if you want a record of who came through the door, check people in at the entrance too.
What if someone leaves a session and comes back?
They count once in the session and once in Attended. Each visit is listed separately under Session Check-ins and counted in the “Check-ins (incl. re-entry)” column.
Are check-ins made offline in the report?
Yes, once the phone that made them has synced. They keep the time they were made at the desk. Export after the last phone has synced — the Check-In page lists each device with when it last synced.
Can I export an Excel or PDF file?
No. The attendance report, the check-in list and the agenda export are CSV files, which open in Excel, Numbers and Google Sheets.
Who on my team can export attendance?
The attendance report needs the View analytics permission and the check-in list needs Manage registrations. The event creator and your organization’s owners and admins can export both.
Know who was there before anyone asks.
Create your event, point each door at the right session, and export attendance once the last phone has synced.