Healthcare
Training and drill attendance tracking in hospitals: QR instead of sign-in sheets
How do you prove who attended fire safety, hand hygiene and drill trainings, and who missed them? Check-in windows, mandatory training, reminders, analysis and sign-in sheets.
Training attendance tracking records that staff attended a training, a drill or an organization event. Hospitals run in-service trainings such as fire safety, hand hygiene and occupational health and safety, and civil defense drills, on a regular cycle, and quality audits ask "who attended this training, and who is missing?". The answer usually sits on a sign-in sheet passed round the room. The EnaFeedback trainings and events module keeps this record when staff scan the QR code, live display or NFC tag at the event's place and tap "I attended", and it lists the people who missed it for you. This post explains how an event is planned, how staff confirm attendance and what the reports show.
The trouble with sign-in sheets
A sign-in sheet is simple, but it causes problems on audit day:
- Signatures are unreadable, so it's unclear whose they are.
- Sheets get lost or are filled in after the training.
- Finding who missed it means comparing the sheet with the staff list by hand.
- Nobody knows who arrived late or signed at the end and left.
Plan the event
Each event is a single session, not a repeating series. An event has:
- A title, color, trainer or organizer and description.
- A day, start and end time: on one day, at least 15 minutes.
- A check-in window: the period when attendance is accepted; by default it opens 30 minutes before the start and closes at the end.
- Places: one or more locations (up to 20); if the same training runs in two rooms, add both.
- An audience: all active staff or chosen personnel groups.
- A mandatory flag and an optional capacity.
- Per-event verified scan and fresh session rules.
An event is saved as a draft first; once published it becomes visible to staff, and if you like the audience gets an announcement. A published event can be cancelled before it ends, and only drafts are deleted. Duplicate copies an event one week later as a draft, so monthly trainings take a few clicks to plan.
How staff confirm attendance
While the check-in window is open, staff scan the event's place; an I attended button appears for each open event in the web staff panel or the mobile app. Each person checks in once per event, and of two simultaneous taps only one counts. Once the capacity is reached, no more check-ins are accepted.
Someone outside the audience sees "You cannot check in to this event"; these attempts are counted without names. Attendance after a set time from the start (10 minutes by default) is marked late. Each record keeps its source (web, mobile, admin), place and location proof.
Under My trainings, staff see upcoming events, the ones they attended and mandatory training they missed in the past year.
Reminders and notices for those who missed it
Before the event starts (60 minutes by default; can be turned off), people in the audience without a record get a reminder. When a mandatory event ends, those who missed it are told. The person concerned is also told when a record is added or voided by hand. Messages land in the message center in the staff member's language (Turkish, English, German, Arabic). When the check-in window closes, managers can get an Attendance summary alert.
Analysis: rates, late arrivals and absentees
The Records and analysis screen has three views:
| View | What it shows |
|---|---|
| Overview | Events in the date range, mandatory ones, attendance count, the average attendance rate of ended events and the mandatory training rate. |
| Personnel | For each person, the events they were in the audience for, attended and missed (mandatory). |
| Event | Audience, attended, rate, missed, late, median arrival, verified scans, manual, voided and denied scans; a 5-minute arrival histogram; attendance by group and place; the list of people who missed it. |
Rates use the active staff in the audience at the moment the check-in window closed, and that list is stored. If someone later moves to another group, past events keep their rate, so the number you showed an auditor stays the same.
Excel and the sign-in sheet
Each event downloads as an Excel file with summary, attended, missed and (if any) voided sheets. The sign-in sheet opens a printable page listing attendees and absentees in name order with an empty signature column. For an audit that wants wet signatures, the sheet can be signed at the end of the event, and the digital record and the paper back each other up.
Manual records, voids and locking
A manager adds an attendee without a phone after check-in opens, with a required note (for example "on the paper sign-in sheet"); someone added from outside the audience is flagged. A wrong record is voided with a reason, not deleted. An ended event can be locked so its records no longer change. Everything is written to the audit log.
Who runs it?
There are four permissions: records and analysis, record management, training and event planning, and module management. The ready-made Training coordinator role holds the first three, so a training or quality team plans events, follows attendance and pulls reports without access to module settings.
Example: a fire drill across three shifts
The quality team plans the fire drill as three separate events for the morning, evening and night shifts, marks all three mandatory and limits each audience to the matching shift group. A live display goes up at the assembly point, and staff scan its QR code to check in. After the drill, the team sees who missed it in the event analysis, plans a make-up session for them and files the three events' Excel files with the audit records.
Frequently asked questions
Can it be used for online trainings? The module relies on scanning a location at the event's place; attendance is meant to prove physical presence. Tracking completion of remote training is outside its scope.
Does it produce certificates? No. The module records and reports attendance; it does not produce certificates or exam results.
Do staff need to install an app? No. Staff can scan the QR code with their phone camera and check in from the web staff panel. The mobile app adds a training tile on the home screen, NFC-verified scans and My trainings.
The bottom line
Proving training attendance starts with recording who attended, at the moment, at the place and per person; the missed list and the sign-in sheet come straight from that record. Learn more on the training and event attendance feature page and in the trainings and events help article, or request a demo.