The attendance sheet lists the hunters coming to a hunt, along with their papers. You print it, everyone signs on the day, and you keep the day's register.
The administrator and managers of the hunting ground, along with the person who created the hunt, can open it at any time.
For participants (confirmed response or present attendance), the hunting ground decides. By default, they don't see it. If the hunting ground allows it, they see it on the day of the hunt, and only that day: neither the day before nor the day after.
## On mobile
### If you are organising the hunt
1. Open the hunt, then tap **Manage**.
2. In the "Map & hunting ground" section, tap **Documents**.
3. The attendance sheet is the first row, labelled "Always up to date". Tap the download icon on its right.
### If you are registered for the hunt
On the day of the hunt, if the hunting ground allows it:
1. Open the hunt, **Information** tab.
2. In the "Organisation" section, tap **Attendance sheet**.
Whether you are organising the hunt or registered for it, the PDF opens straight in your phone's PDF reader, from where you can print, save or send it. If no PDF reader is installed, it opens in the share menu. This direct opening is available from version 4.2.8 of the app. In an older version, the PDF always opens in the share menu.
## On the web
### If you are organising the hunt
1. Open the hunt, then the **Documents** section in the left menu.
2. The attendance sheet is the first card. Click **Open the PDF**.
### If you are registered for the hunt
On the day of the hunt, if the hunting ground allows it:
1. Open the hunt from **My hunts**.
2. Click **Attendance sheet**.
Whether you are organising the hunt or registered for it, the PDF opens in a new tab, ready to print.
If your browser blocks this new tab, the message "Your browser blocked opening the PDF in a new tab. Download the attendance sheet with the link below." appears under the button. Click **Download the PDF**: the file is saved as "attendance-sheet-YYYY-MM-DD.pdf", using the date of the hunt.
## Showing the sheet to participants
The administrator, managers and people allowed to edit the hunting ground choose whether participants can see the attendance sheet. The setting applies to every hunt on the hunting ground. It stays off until someone turns it on.
### On the web
1. Click **Hunting grounds** in the menu, then the hunting ground.
2. In the hunting ground menu, "Administration" section, click **Settings**.
3. In the "Attendance sheet" block, tick **Visible to participants**.
4. Click **Save** next to the tick box.
### On mobile
1. **Hunting grounds** tab, tap the hunting ground.
2. "Administration" section, tap **Settings**.
3. In the "Attendance sheet" group, turn on **Visible to participants**.
4. Tap **Save changes** at the bottom of the screen.
If the "Attendance sheet" group doesn't appear in **Settings**, update the app, or set it on the web.
### What the setting changes
Once turned on, a confirmed or present participant sees the sheet on the day of the hunt only. To take access away, turn the setting off and save: participants no longer see it, the organisation keeps it.
The text under the setting points out that views of a licence number for a guest without an account or a team member aren't tracked: they have no account.
## The hunt leader
The sheet's header shows the hunt leader. That is the person whose name stands behind the driven hunt, so it must be correct.
By default, it is the person who created the hunt. People who can edit the hunt can appoint another one from the active members of the hunting ground.
### Appoint the leader on mobile
1. Open the hunt, tap **Manage**, then **Hunt leader** in the "Safety & communication" section.
2. Pick the person from the list. To go back to the creator, tap **Reset to the creator**.
### Appoint the leader on the web
1. Open the hunt, **Info & registration** tab.
2. In the "Control" card, click **Change** next to "Hunt leader".
3. Pick the person from the list. To go back to the creator, click **Reset to the creator**.
The attendance sheet updates straight away.
This choice gives no extra rights: the leader can't edit the hunt or see more information. An immediate hunt has no leader to appoint; the role goes to its creator.
## What the sheet shows
The header gives the location (the name of the hunting ground), the hunt, the date and time, and the hunt leader. The table has seven columns: No., Last name, First name, Licence no., Validation no., Insurance, Signature. The footer shows the time the sheet was generated.
- One row per person coming: confirmed registrations and those already marked present. Pending answers, declined responses and absentees aren't shown.
- People are sorted by last name.
- Nothing is noted under the name: a guest or an unarmed person appears like the others, on a single row.
- On the web, a name or number that is too long wraps onto the next line: it is never truncated, and the row grows so that the signature stays in line with the full number.
- For a registered person, the validation number is the one covering the hunt date, not the one for the day you open the sheet. Without a validation on that date, the cell stays empty, as for a licence that is withdrawn or suspended. An empty cell is worth a quick look before setting off.
- If the hunt's team is counted in the attendance, its members have their own table below, under the title "Hound team:" and the team name. Their validation number is the one entered for them in the team, whatever the hunt date.
- With no registration at all, the sheet still prints, with the note "No one has registered yet."
- The sheet shows neither email address nor phone number.
## Who sees which numbers
Licence, validation and insurance numbers aren't always printed:
- You always see your own.
- The administrator and managers of the hunting ground see those of its active members, with or without an account, with no date limit.
- For a person with an account, the organisation sees their numbers until the end of the day after the hunt. A participant who has access to the sheet sees them too, which comes down to the day of the hunt, since they only open the sheet that day.
- If the organisation confirmed a person who has an account on their behalf, their numbers only appear from the day of the hunt, except for the administrator and managers, who already see those of the active members of the hunting ground. The sheet adds no note in that case.
- For a guest without an account and for team members, the organisation sees the numbers from the moment they are entered, until the end of the day after the hunt. A participant who has access to the sheet sees them from the day of the hunt to the day after, which comes down to the day of the hunt.
### After the day after the hunt
When the hunt dates from the day before yesterday or earlier, the sheet adds this note: "After the day after the hunt, licence numbers for other people no longer appear on the sheet. Only the hunting ground committee still sees those of the hunting ground members. Numbers for guests without an account and for the team no longer appear for anyone, committee included."
- The administrator and managers keep access to the hunting ground members' numbers.
- Numbers for guests without an account and for the team no longer print for anyone, including the administrator and managers.
- Everyone keeps their own row.
On mobile, the note sits at the bottom of the sheet. On the web, it sits just below the table header.
## Good to know
- The sheet is built the moment you open it. If someone registers the night before or drops out in the morning, the sheet reflects it.
- A cancelled hunt no longer has an attendance sheet. On mobile (**Information** tab) and on the web, the **Attendance sheet** entry disappears from the hunt page. In **Documents**, the row or card still appears on mobile and on the web, but opening it shows the message "This hunt is cancelled: no attendance sheet." (an alert on mobile).
- The setting that adds the team is in **Teams & hound handlers** on mobile, with the "Count the team as present" switch. On the web, it is done through the tick box "Include the team members on the attendance sheet".
- An immediate hunt, created outside a hunting ground, has no attendance sheet.
## Troubleshooting
- "I don't see the attendance sheet": as a participant, you only see it on the day of the hunt, and only if the hunting ground has allowed it. Otherwise, your answer may still be pending, the hunt may not be linked to a hunting ground, or it may be cancelled. Ask the organiser for the sheet.
- "A participant tells me they don't see the sheet": tick the **Visible to participants** box in the hunting ground settings, and remind them that it only appears on the day of the hunt.
- "This hunt is cancelled: no attendance sheet.": message shown on mobile (in an alert) and on the web. The hunt has been cancelled, the sheet no longer exists for it.
- "My browser doesn't open the PDF on the web": click **Download the PDF**, below the sheet button.
- "I can't find Documents in Manage": in an app version earlier than 4.2.5, the entry is called **Documents & maps**. Update the app.
- "The licence numbers have disappeared from the sheet": the hunt dates from the day before yesterday or earlier. Your own numbers stay visible, and the administrator and managers keep those of the hunting ground members. Numbers for guests without an account and for the team no longer print for anyone.
- "I no longer see the number of a guest without an account or a team member on an old sheet": the hunt dates from the day before yesterday or earlier. These numbers no longer appear for anyone, administrator and managers included.
- "A person's licence number is empty while the hunt hasn't happened yet": the organisation confirmed this person on their behalf, even though they have an account. Their numbers appear from the day of the hunt, except for the administrator and managers if that person is an active member of the hunting ground. The sheet shows no note in this case.
## See also
- [How do I manage responses to a hunt?](article:how-do-i-manage-replies-to-a-hunt)
- [How do I bring an armed or unarmed guest?](article:how-do-i-bring-an-armed-or-unarmed-guest)
- [Who can see my hunting licence?](article:who-can-see-my-hunting-licence)
- [How do I manage teams and hound handlers?](article:how-do-i-manage-hound-teams-and-hound-handlers)
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