Deciding What Your Attendance Record Must Prove

Before you open a single product page, write down why attendance is being recorded and what decision the final record will support. Teams that skip this step tend to request every dashboard on offer and then find that none of them answers the question leadership actually asked.

Agree what counts as present

Is a guest present after scanning a code, collecting a badge, walking into the hall or being confirmed by a staff member? If people can leave and come back, decide whether you need first arrival, latest activity or a full movement history. A clear definition is what makes the report meaningful.

Settle these requirements first

• Guest identity: names, email addresses, mobile numbers, booking references or QR codes.

• Registration model: invitation only, open registration, complimentary, transferable or subject to approval.

• Check-in method: staffed search, self-service scanning, pre-issued codes or manual verification.

• On-site roles: who may check guests in, approve exceptions, edit records, issue badges and view reports.

• Required outputs: the specific decisions the attendance record must support.

• Retention and access: who needs the data afterwards and for how long, subject to your own policies and advice.

Handle personal data with care

Front-of-house screens should show only what staff need to confirm an arrival. Think about collection, access, disclosure and retention for each event, keep PDPA obligations in view in general terms, and get proper advice where the situation calls for it rather than relying on default settings.

Keep one source of truth

Decide where the master guest list lives and who can authorise edits. Several spreadsheets circulating by email can undermine even a very capable tracker app.

Get Out! Events explains how it connects RSVP data, guest communications and reporting on its attendance tracking app Singapore page.

About this guide: Event Attendance Tracking Guide is written and maintained by Get Out! Events, a Singapore corporate event company at 14 Robinson Road #08-01A, Singapore 048545. It contains general planning guidance only; confirm current venue rules, permits and partner requirements before you book anything.