Attendance history & rates

Where attendance history appears

Attendance is recorded meeting by meeting, on each meeting's Attendance tab. Two places roll those roll calls up so you don't have to open every past meeting and tally by hand:

• A member's profile (Members → click a name) has an Attendance section: their present / remote / absent counts, their attendance rate, and their most recent meetings with the status recorded for each.
• A committee's page (Committees → open a committee) has an Attendance section: the committee's overall attendance rate across its own past meetings.

Both are read-only summaries of what was already recorded. Nothing on these sections changes attendance — to correct a record, open the meeting and change it there.

How the rate is calculated

The attendance rate is:

present ÷ (present + absent + remote)

counted over the meetings described below. The rate is shown as a whole percentage, and the numbers behind it are always shown alongside it — for example "Present at 8 of 11 past meetings (73%)".

Which meetings count

A meeting contributes to the rate only if all of these are true:

• It already happened. Only meetings whose start time is in the past are counted. A meeting on next month's calendar is never counted — otherwise every member would look absent for every meeting not yet held, and a board with a full calendar would read as chronically absent.
• It was not cancelled. A cancelled meeting is excluded entirely. Nobody failed to attend a meeting that was called off.
• Someone recorded attendance for it. If a past meeting's roll call was never taken, it is not counted at all. Crucially, it is not counted as an absence — the summary reports what was recorded, never an assumption about what wasn't.

For a member, every kind of past meeting counts — board meetings, AGMs, special meetings, and committee meetings alike. A member's attendance record is one fact about them, not one per surface. For a committee, only that committee's own meetings count.

What the rate excludes

• Future meetings.
• Cancelled meetings.
• Past meetings with no recorded roll call.
• RSVPs. An RSVP is a statement of intent before the meeting; attendance is what was recorded at it. A member can RSVP "Attending" and be marked absent, or never RSVP and be marked present. Only the recorded attendance affects the rate.
• Members who were not on the roster at the time, since no attendance would have been recorded for them.

How "Remote" is treated

Remote is its own recorded status, and the summary is explicit about it:

• It counts in the denominator — a remote meeting is one where attendance was recorded, so it is one of the meetings measured.
• It does not count in the numerator — the rate measures how often the member was recorded Present.
• It does count toward quorum, exactly as it does on the meeting's Attendance tab. That is why both sections also state "Attended in some form (present or remote): X of Y" underneath the rate, so a remote attendee is never mistaken for an absentee.

When there is no rate

If nothing has been recorded yet, you will see "No attendance recorded" — not "0%". A member nobody has ever taken a roll call for has an unknown attendance rate, and showing 0% would misreport that as never turning up. The rate appears as soon as one past meeting has a recorded roll call.

The same applies to a committee: a committee whose past meetings have no recorded attendance reports that nothing is recorded, rather than a 0% rate.

Who can see attendance history

• Your own attendance is always visible to you on your own profile.
• Another member's attendance is visible only to people who can record attendance — a Board Admin, the Chair, or a Staff Liaison. Fellow directors, treasurers, and observers do not see it. Aggregated absence records feed re-nomination and succession conversations, so they stay with the people who already administer the board's records.
• A committee's attendance rate is visible to the same people (Board Admin, Chair, Staff Liaison). Being on a committee — or chairing it — does not by itself reveal it.

Everything above is scoped to your own board, like every other page: attendance from another board on BoardTools can never appear here.

Reading the numbers well

The rate is a prompt for a conversation, not a verdict. A few things worth keeping in mind:

• A small denominator makes the percentage volatile. "Present at 1 of 2 meetings (50%)" says much less than "Present at 12 of 24 (50%)", which is why the counts are always displayed next to the percentage.
• A member who joined recently has a short history. Compare the counts, not only the percentages.
• If a rate looks wrong, the usual cause is a past meeting whose roll call was never recorded, or a meeting left as "Scheduled" after it happened. Open the meeting and check its Attendance tab.