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Teams Meeting Attendance Report: What It Is & How to Use It
Demystify the Teams Meeting Attendance Report! Learn how to access, interpret, and leverage it to track engagement and improve your virtual meetings effortlessly.
✅ Free meeting recording & transcription
💬 Automated sharing of insights to other tools.
Keeping track of who attended your Microsoft Teams meetings can be really helpful, whether you’re running a business meeting, an online class, or a team catch-up. With this in mind, Microsoft Teams created a way for you to see and download attendance reports, making it easy to review participation and follow up when needed.
In this guide, we'll walk you through everything you need to know about the Teams attendance report: how to enable it, view it, and download it for deeper insights.
What’s a Teams Meeting Attendance Report?
A Teams Meeting Attendance Report shows who joined your meeting and how long they stayed. It includes details like participant names, join and leave times, and total time spent in the meeting.
This report helps you track participation, follow up with people, and keep records if needed. It's useful for work meetings, classes, and training sessions, as it lets you see who showed up and for how long.
What a Teams Meeting Attendance and Engagement Report Includes:
- A list of everyone who joined the meeting
- Join and leave times for each participant
- Total attendance duration for all individuals
- Engagement metrics to help you see if participants used chat, reacted with emojis, or participated in polls
- Overall activity insights into how actively attendees were involved throughout the session.
Who Can View Meeting Attendance Reports in Teams:
- Usually, only meeting organizers have full access to view and download the report.
- If the meeting was scheduled through a Teams calendar or Outlook, the person who set it up is considered the organizer and can see the report details.
- Co-organizers can check the attendance report during the meeting, but only if the invite was sent through Teams. However, they won’t be able to download it from the main meeting invite once the meeting is over.
- In some cases, if the meeting was part of a channel, team owners might also have access to attendance data.
NOTE: Regular participants and guests can’t view or download the report. If you need to share attendance details with others, the organizer will have to download and send the report manually.
NOTE #2: If two meetings happen simultaneously within the same channel, the engagement report initially excludes details from the first meeting and only generates an attendance report for the second meeting.
💡PRO TIP: Want deeper insights? Check out MeetGeek’s Insights tab to see how attendees engage in meetings, what meeting topics generate the most interest, and get customized suggestions for continuous improvement. You can even customize reports with the metrics that matter most to you.
Plus, you can always go back and re-watch the meeting recording or skim through the AI summary to pinpoint other areas that require improvement.
How to Turn Teams Meeting Attendance Reports On or Off
A. How to Enable Teams Meeting Attendance Reports Before a Meeting
- Go to the Calendar tab in Microsoft Teams.
- Find and click on the meeting you want to manage.
- In the meeting details, click on Options, then select More Options.
- Under the Engagement section, turn on the Allow Attendance Reports toggle.
- Click Save to apply the changes.
NOTE: If you don’t see the option to enable attendance reports, contact your IT admin for assistance.
B. How to Enable Meeting Attendance Reports During a Meeting:
- Start or join the Teams meeting where you want to enable attendance tracking.
- In the meeting controls, click on More actions (the three dots icon), then select Settings and go to Meeting options.
- Under the Engagement section, switch the Allow attendance reports toggle on or off, depending on your needs.
- Click Save to confirm your settings and start tracking attendance.
How to View & Download Teams Meeting Attendance Reports
A. How to Find and Download Attendance Reports During the Teams Meeting:
- In the ongoing meeting, click on the “People” (participants) icon in the meeting controls.
- Tap the three-dot menu (More actions) at the top of the Participants Panel.
- Click on “Download Attendance List” from the drop-down menu.
- The report will download as a CSV file, which you can open in Microsoft Excel to check detailed attendance data.
NOTE: If you set up breakout rooms in your Teams meeting, the attendance insights will appear in the main meeting's attendance reports.
B. How to View and Download Attendance Reports in the Teams Meeting Chat:
- A few minutes after your Teams meeting ends, open the meeting chat in the Teams app.
- Click on the attendance report card to open and review the details. You can download the report as a CSV file and analyze it in Excel.
IMPORTANT:
- Co-organizers can check the attendance report in the meeting chat, but only after the meeting has ended.
- If it’s a recurring meeting, Teams generates a unique attendance report for each session.
- If there were fewer than two attendees, the report won’t show up in the chat, but you can still find it under the meeting invite’s Attendance tab.
- If the meeting organizer leaves the organization, all their reports will be permanently deleted, and no one else will be able to access them.
C. How to View and Download Attendance Reports After the Teams Meeting:
- Go to your Teams Calendar and find the meeting you want to check.
- Click on the meeting and open the "Attendance" tab where you'll see an "Attendance Report" tile.
- The report gives you an overview of the meeting, showing details like who joined and when.
- If you want to keep a copy, click the "Download" button in the top right corner to save the report as a CSV file.
How to Keep Your Teams Attendance Reports in One Place
If your Downloads folder looks like a mess, and you can never seem to find what you need from your meetings, help is on its way, and it’s called MeetGeek.
MeetGeek is an AI meeting automation & collaboration platform that helps you get the most out of your meetings. It automatically joins your meetings to record, transcribe, and share them with your team to boost teamwork and productivity, making sure every conversation delivers real value.
And when we say automatically, we mean you sync MeetGeek once with your calendar, and it does all these things on its own, so you don’t have to download everything separately for each meeting.
For one, MeetGeek lets you see all your meetings in one spot, sorted by teams and call types:
With MeetGeek, all your meetings are stored in one place — wherever they took place — MS Teams, Google Meet, or Zoom, neatly sorted by teams and call types. For each meeting, you get:
- A video recording
- A full transcript
- AI-generated summaries with key takeaways and action items
- Meeting details like date, time, and duration
- An attendance report
Plus, you can easily create teams and set who in your team gets to see which meetings. It’s a simple way to keep things organized and make sure the right people have access to what they need:
How to Hide Your Identity in Meeting Attendance Reports:
- Open Teams and click on Settings and More (the three dots in the top-right corner).
- From the dropdown menu, select Settings.
- Go to Privacy.
- Find the “Identify me in attendance reports” toggle and switch it on or off depending on your preference.
Why is the Teams Attendance Report Feature Not Working?
If your Teams attendance report isn’t working as expected, here are a few possible reasons and what you can do about them:
Reason #1: Meeting Size Limits
If your meeting has more than 120 participants, the attendance report generated during the meeting might not include everyone. However, the post-meeting report should have all attendees listed.
Reason #2: Breakout Room Limitations
If you’ve used breakout rooms and deleted them after the meeting, their data won’t appear in the attendance report.
Reason #3: View-Only Attendees
The report doesn’t currently track view-only participants, so if someone joins in this mode, they won’t be included in the final report.
Reason #4: Multiple Meetings in a Channel
If someone starts a second meeting within the same channel conversation while another is ongoing, only the attendance report for the second meeting will be available.
Reason #5: Lobby Participants
If someone stays in the lobby and isn’t admitted into the meeting, they won’t appear in the attendance report.
Reason #6: Participants on Hold
If a participant is placed on hold during the meeting, their attendance will still be counted in the report for that period.
Reason #7: Instant Channel Meetings
Attendance reports don’t work for instant meetings started within a Teams channel.
Reason #8: Co-Organizer Restrictions
Co-organizers can’t access attendance reports for channel meetings, so only the meeting organizer will have access.
Reason #9: Disabled Report Feature
If you can’t see the attendance report option, it may be turned off. Check your meeting settings and make sure the “Allow attendance report” toggle is enabled.
NOTE: If you're still having trouble accessing attendance reports, consider asking your IT admin to confirm if any settings are restricting access.
Automate Your Teams Meetings with MeetGeek!
Tracking attendance in Teams gives you all the details you need to stay on top of things. With the right setup and a few simple steps, you can easily find, download, and manage your reports without any stress.
And if you want to take things to the next level and keep all your meeting info organized in one place, MeetGeek can help. It automatically records, transcribes, and organizes your meetings, so you’ll never have to dig through endless files again.
Try MeetGeek today and make your meetings work smarter for you!
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