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Question

mark a participant attendance linked to a session created

  • July 18, 2026
  • 3 replies
  • 47 views
kieran_themotscharity
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Hi

 

I’m going to try my best to explain our existing set up - if anyone can support with an idea or workaround to achieve this please let me know!

 

Main table has our Programme Deliveries listed.

On the interface I’ve got our Programme Deliveries listed under the Record View. 

On a Programme Delivery I have created the option to add Sessions, which include the session topic, date etc.

 

On the Programme Delivery record you can add participants also.

 

What I’m looking at doing is clicking on a Session then marking a Participant’s attendance. I want to mark their attendance against that same session record I’ve opened.

 

Hope this makes sense.

Thanks!

      3 replies

      Julien Ritzenthaler
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      Yes, this makes sense. What you want is a status (present/absent) that belongs to a session + participant pairing, not to the session or the participant alone. That means a junction table.

      Setup:

      1. New table "Attendance". One record = one participant at one session. Fields:
      - Session — link to Sessions
      - Participant — link to Participants
      - Status — single select (Present / Absent / Late), or a checkbox

      2. In the interface, open a Session in the Record View and add its linked Attendance records as an inline list. You mark each participant's status right there on the session, exactly the flow you described.

      3. Automate the creation. Set up an automation: when a Session is created, generate one Attendance record per participant linked to that Programme Delivery. That way you open a new session and the full roster is already there, you just set the statuses.

      Hope that helps!

      kieran_themotscharity
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      That’s great thanks.

      I’m trying to show sessions that are ONLY linked to this participant can you kindly advise on what you would recommend please?

      Thanks so much,
      Kieran

      Julien Ritzenthaler
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      You can't filter that picker dynamically, so I'd generate the attendance rows automatically instead.

      Keep the Attendance junction table (Participant + Session + Status), then set up an automation:

      On the Sessions table, add a lookup field Programme Participants that pulls the Participants from the linked Programme Delivery. That gives each session the list of participants in its programme.

      Automation:
      - Trigger: when a Session record is created
      - Action → Repeating group: repeat for each participant in that Programme Participants list
      - Inside the group → Create record in Attendance:
        - Participant = the current item in the repeating group
        - Session = the session from the trigger

      A plain "Create record" action only makes one row, so the repeating group is what loops through the participants and creates one Attendance row each.

      Result: create a session and you instantly get one Attendance row per participant, each linked to the right person. Then in the interface you just open a participant and set the Status on their rows, no picker to filter.

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