Attendance Reporting Requirements

👤 This article is for providers. Providers oversee the attendance reporting process; instructors are responsible for the actual attendance recording during and after their events.

CEU Events handles attendance reporting to all applicable organizations on your behalf — but only when specific requirements have been met for each attendee. This article documents those requirements and the schedule the platform follows to process reports after an event takes place. Use it as a reference when troubleshooting why a specific attendee's credit wasn't reported, or when training your instructors on attendance recording.

Requirements for attendance to be reported

For an attendee's attendance to be reported to a recognition organization, all four of the following conditions must be met:

1. The attendee must be listed on the event's attendee list. This can happen through their own registration (via their CEU Events account) or by being added manually by the instructor (ad hoc).
2. The 'Attended' checkmark must be selected. The instructor must confirm the attendee was actually present by selecting the Attended checkmark on the event's attendee list. Pre-registration alone doesn't count — attendance must be confirmed by the instructor.
3. The attendee's membership/license numbers must be present. The attendee's professional membership or license number must be on file under the attendance list. Without this, there's no identifier to report their credit.
4. The registration date must be within the applicable reporting window. CEU Events' standard reporting window is up to 30 days from the event date. However, if the course has been approved by or recognized by an organization with stricter reporting requirements, CEU Events follows that organization's standard — which may result in a shorter window. Registrations added after the applicable window are not eligible for automatic reporting.

If any one of these four conditions isn't met for a given attendee, that attendee's attendance won't be reported automatically.

Reporting schedule

CEU Events processes reports on the following schedule:

• Ongoing reports: Run every business day starting 24 hours after the event date, for up to 30 days from the event date (or shorter if an organization requires it).

This window gives time for late attendance updates (ad hoc registrations, missed Attended checkmarks, membership numbers added after the fact) to be captured and included in reporting — as long as the changes happen within the applicable reporting window.

📝 Note: The 30-day reporting window is CEU Events' standard. If a course has been approved or recognized by an organization with stricter reporting requirements, CEU Events follows that organization's standard. Check the course's accepted-by organizations if you're unsure which window applies.

📝 Note: After the applicable reporting window closes, automatic reporting stops. Any attendance updates made after that point will not be reported automatically. If you need to report attendance for an event after the window, contact CEU Events support. Make sure to include the event code for faster service.

Best practices for reliable reporting

• Coach instructors to mark attendance during the event. The earlier the Attended checkmark is set, the earlier the attendance is reported. Ideally they leave the event with attendance completed.
• Encourage attendees to complete their profiles. Missing membership numbers are the most common reason individual attendances don't get reported. Remind attendees to fill in their professional credentials in their CEU Events account before attending events.
• Minimize ad hoc registrations. Attendees who register through their own CEU Events accounts are more likely to have complete membership information already on file. See Attendee Accounts for tracking the ratio of account-based vs. ad hoc registrations.
• Audit reporting promptly. If an attendee follows up about missing credit, check the four requirements right away — there's a good chance the issue can be fixed within the applicable reporting window.

Troubleshooting

• An attendee didn't receive credit for an event they attended. Verify all four reporting requirements have been met for that attendee:
  • They appear on the event's attendee list.
  • The Attended checkmark is selected next to their name.
  • Their membership/license number is on file in their CEU Events account.
  • Their registration date is within the applicable reporting window for the course.
  If all four are met and credit still isn't being reported, contact CEU Events support.
• An instructor forgot to check the Attended box. As long as it's within the applicable reporting window for the course, the instructor can still update the attendance and the attendee will be picked up in the next reporting run.
• An attendee's membership number is missing. Have the attendee sign in to their CEU Events account and add their membership/license number to their profile. Once added, update their record on the attendance list and the attendance will be reported in the next reporting run (as long as it's within the applicable reporting window).
• An event is past the reporting window and an attendee needs credit. Automatic reporting has stopped at this point. Contact CEU Events support for assistance with manual reporting.