Lesson 7 of 9
Session plans and attendance tracking
Learning objectives
- Run a repeatable session plan template across a block
- Track attendance in a way the organisation can report on
- Spot drop-off early and act on it
- Hand over a clean attendance summary at end of programme
A session plan template that travels
Date. Cohort. Theme. Warm-up (5–10 min). Main block (25–35 min). Cool-down + reflection (5–10 min). Equipment list. Coaching notes. Adaptations for higher and lower ability. Safeguarding flag (anything noticed).
Reuse the same template every week. The structure makes you faster, not less creative.
Attendance tracking
Same sheet every week: names, present / absent / late, brief note. Total weekly + total cumulative. Most organisations need cumulative attendance to release the next funding tranche or to evidence outcomes.
Spot drop-off early
If a participant misses 2 sessions in a row, follow up with the organisation's named contact, not directly with the participant (especially with under-18s). Re-engagement after week 3 is much harder than after week 1.
Founder insight — Derrick Twum
Buyers re-book coaches who hand over a clean end-of-block summary without being chased. It's a tiny piece of admin that doubles your renewal rate.
Key takeaway
One reusable session plan template + one weekly attendance sheet = renewable contracts.
Reflection questions
- 1Do you have a session plan template you reuse?
- 2Where do you log attendance?
- 3What's your follow-up rule for 2 missed sessions?
- 4How do you hand over the end-of-block summary?
Action task
Build or refresh your session plan + attendance templates this week. Test them on your next session.
Worksheet
Work through these prompts. Answers save to this device.
Answers are saved to this device only. Cloud sync coming soon.
Related MEM tools
- Session Planner
- Attendance