Reviewed/Updated June 2025
The Nevada Registry’s training attendance tracking feature allows completed Registry-approved training to be added to the membership accounts of active Registry members within five calendar days of attending an in-person or virtual training session (does not apply to online training courses). This is what is commonly referred to as “real-time” data tracking.
Real-time data tracking is a significant benefit to individuals working in Early Childhood programs who have a more accurate and up-to-date record of their completed professional development.
There are three different ways attendance can be taken:
- Self-Add Attendance: Attendees scan the unique session QR code before leaving your training session(s).
- Traditional Method: Attendees sign-in on paper sign-in sheets and you transfer their information to digital attendance record in your Online Portal;
- Mobile App: You scan each attendee’s unique QR code as they exit your training session via the trainer attendance mobile app OR;
Trainers are encouraged to take a moment at the beginning of each Registry-approved training session to inform attendees the importance of the attendance feature, the process for taking attendance and how they will benefit from knowing and providing their Registry ID number at each Registry-approved training session attended.
This page provides information related to the traditional method for taking attendance (#2 above).
Usage Guidelines
Before you begin: To avoid errors, please ensure you are referencing the correct attendance record/sign-in sheet and are entering attendance into the correct training record (as confirmed by the approval code). All electronic attendance records are final upon submission.
The attendee does not know their Registry ID number.
No problem. Encourage the attendee to log into their Online Portal to obtain their Registry ID number or QR code (when taking attendance via the mobile app). The Online Portal can be accessed at www.nevadaregistry.org from any device with access to the internet. It is recommended you check to ensure everyone has provided a Registry ID number (if applicable) and email address on the sign-in sheet before they leave. Entering a Registry ID number is the quickest way to enter attendance when using the traditional attendance tracking method via your portal.
*Scanning individual QR codes when using the mobile app, or allowing attendees to self-add their name to the attendance sheet by scanning the session QR code streamlines the attendance taking process even more!
The attendee is not a member of The Nevada Registry.
No problem. The individual will need to provide an email address. You will be able to add their name to the attendance list, and if at some point in the future they become a member of the Registry, the training session will be added to their account (so long as they use the same email address to apply to The Nevada Registry).
The Registry ID Number provided does not match the name on the sign-in sheet.
No problem. Click on ‘Incorrect – Not a Match’ (when entering attendance via the portal) or delete the entry (when entering attendance via the mobile app). From there you will treat this the same way you would as if the Registry ID number was not provided. Enter the individual’s first/last name and email address to add them to the attendance list. Upon submission, The Nevada Registry will attempt to make a match as part of our verification process. If we can find a match in our database, we will enter the correct Registry ID number and the training session will be added to the membership account. If no match is found, the attendance will be recorded but it will not be added to any membership account.
I cannot read the name and/or email address on the sign-in sheet.
No problem. Enter the information as best as you can. Each attendance list will be verified by Registry staff upon your submission to our office. If we can verify the information, misspellings, etc. it will be corrected as part of the verification process. Using the mobile app or self-add methods reduces this issue.
I forgot to add someone to the attendance list.
Your list is considered final upon submission. Because additional attendees cannot be added to the attendance list once it has been submitted to our office, it is imperative to confirm that your information is complete and correct prior to submitting it to The Nevada Registry for review.
I am unable to add my name to the attendance list.
By policy, trainers may not earn child care training hours for the training they deliver. As such, you will not be able to enter your own name or the name of any associated co-trainers into the attendance list as an attendee.
I submitted the wrong attendance.
Before you begin, please ensure you are entering attendance into the correct training record. Your list is considered final upon submission. Because events are added to the membership accounts of active Registry members (and emails get sent to members) upon completion of our verification process, it is imperative you confirm that your information is complete and correct before submitting it to The Nevada Registry for review and that attendance is entered into the correct record.
There is another trainer’s name in the ‘Attendance Status’ column.
It is likely that you were a Co-Trainer for this training session. While the training session appears in your account and counts as one of your delivered training sessions, attendance must be entered into the lead trainer’s account. It will be easy to determine this because the name of the account it must be submitted under will be listed in the ‘Attendance Status’ column.
There is an organization/program name in the ‘Attendance Status’ column.
It is likely that you delivered training for or on behalf of this program. While the training session appears in your account and counts as one of your delivered training sessions, attendance must be entered into the sponsoring agency’s account. It will be easy to determine this because the name of the account it must be submitted under will be listed in the ‘Attendance Status’ column.
NOTE: Each training session will be assigned one of eight statuses. Only when the status is listed as ‘Enter Attendance’ or ‘Partially Entered’ can the attendance be entered. Click on the ‘Key of Attendance Statuses’ on the ‘Approved Training Sessions’ tab in your Online Portal for more information about the various attendance statuses.
Frequently Asked Questions
Where do I enter attendance?
The attendance tracking feature is available from within the ‘My Trainer Account’ section of your Online Portal under the ‘Approved Trainer Sessions’ tab or via the trainer attendance mobile app.
Am I required to submit training attendance electronically through my Online Portal? How quickly does attendance need to be entered/submitted?
Yes. All approved Registry trainers are required to submit attendance electronically, regardless of the method they select. Attendance for each Registry-approved training session should be submitted within five calendar days following the date of training. Reminder emails will be automatically sent when required attendance is missing. You will not be eligible to submit additional training for approval until all required attendance has been submitted to The Nevada Registry.
Do I need to issue training certificates of completion?
Yes. While many of your attendees will be active members of The Nevada Registry, there may be some who are not. For this reason, you will need to continue to issue certificates at the end of each Registry-approved session as this is currently the only way for non-members to verify their attendance at the training.
Do I need to email the attendance/sign-in sheet to The Nevada Registry?
No. The attendance you enter and submit via your Online Portal or mobile app becomes the official record of attendance.
How long do I need to keep the original attendance/sign-in sheets on file?
As per the Trainer Agreement, original attendance/sign-in sheets should be kept on file for a period of twelve (12) months in the event Child Care Licensing needs to verify attendance. The Nevada Registry reserves the right to request past sign-in sheets for quality assurance purposes.
Can I use my own attendance/sign-in sheet?
It is recommended you use the pre-filled attendance/sign-in sheet provided by The Nevada Registry. However, we recognize some programs are required to collect more information than what is required by The Nevada Registry to meet specific program and grant reporting requirements. If you opt to use your own custom-designed attendance sheet, please be sure to require the Registry ID and email address in addition to the data you are collecting. This will make entering attendance quick and easy for you.
How will I know if the attendance has been submitted?
When submitting attendance via your portal, you will receive an email confirming that the attendance has been submitted to The Nevada Registry for review. We will review and complete our verification process within two business days of receipt. ‘Submitted – Pending Review’ – will be displayed in the ‘Attendance Status’ column under the ‘Approved Training Sessions’ tab of your Online Portal until our review is complete. When submitting via the mobile app, you will receive a confirmation message within the app confirming the attendance has been submitted and the event will show ‘Attendance Submitted. Pending review by The Nevada Registry.’
How will I know that the attendance has been verified?
Upon completion of The Nevada Registry’s verification process, you will receive an email confirming that the attendance has been finalized and added to the accounts of active Registry members. The total number of attendees will then be displayed in the ‘Attendance Status’ column under the ‘Approved Training Sessions’ tab of your Online Portal. Within the mobile app, the training will be listed within ‘My Classes’ under ‘Completed’. ‘Attendance Complete’ will also be displayed under the training information.
How will attendees know that their attendance has been added to their account?
Active Registry members with an email address on file will receive an email notifying them that their attendance has been submitted by a trainer and has been added to their membership account. Attendees who are not members will also receive a confirmation email notifying them their attendance has been recorded and will be added to their account should they become an active member of The Nevada Registry in the future (so long as they use the same email address to apply to The Nevada Registry as used to sign-in for training).
What if the individual provides a different email than what is on file in their Registry account?
Individuals should be encouraged to sign-in at each Registry-approved training session using the same email address on file with The Nevada Registry. Email addresses will be compared as part of The Nevada Registry’s verification process. If there is a discrepancy, the member will receive an email notifying them of the email discrepancy and will be encouraged to update their Registry membership account to reflect the most used email address (if applicable).
I started entering attendees via the mobile app. Can I complete the process within the Online Portal?
No. Your attendance record for each training session will need to be completed using the method where the attendance record was started (the Online Portal or app, not both).
Attendees added their name to the attendance sheet by scanning the session QR code. Is this attendance finalized?
No. Just as if you had manually entered the attendees yourself in your portal, you will still need to view the information and submit it to The Nevada Registry for verification. Log into your account to see the list of names to confirm all attendees are listed. Submit once you have confirmed the attendance is complete.
Questions?
Please visit the Contact Us page of our website for assistance.