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Attendance Tracker

Estimated reading time: 4 min

Congregate allows you to take and manage per-member attendance and overall attendance records.

Adding and Taking Attendance

Use Mobile Devices to Take Attendance
To take attendance during a service, we recommend using our mobile interface. Take advantage of one-click present/absent designations, member photos preview, and the ability for multiple users to take attendance at the same time (using multiple member groups) using mobile devices or tablets. Admins can access the mobile attendance interface by visiting (yourwebsite.com)/mobile

To add a new attendance record, click “New” under Congregation Tools > Attendance Tracker inside Congregate Admin for either overall or per-member attendance.

Overall

    1. Enter the date of the attendance record.
    2. Enter the total attendance number in the “Attendance” field.
    3. Select the service in which the attendance was taken in the “Service” field.
    4. Click “Add” to the record. Click “Cancel” to cancel.

Per-Member

    1. Select the member group (optional) to filter your membership in the “Group” menu.
    2. Enter the date of the attendance record.
    3. Enter any combined number of visitors/non-members in the “Visitors/Other” field.
    4. Select the service in which the attendance was taken in the “Service” field.
    5. For each member, select if he or she is present or absent and the absence reason (if known and if you utilize this feature)
    6. Click “Save” to save the record. Click “Cancel” to cancel.

Managing the Attendance Records

To manage your directory, click either “Overall” or “Per-Member” under Congregation Tools > Attendance Tracker inside of Congregate Admin. There you will find a list of all your records.

To edit a record, simply click its name or edit icon.

To permanently remove a record, click its trashcan icon.

To duplicate a per-member record, click its duplicate icon.

To bulk update records, check the checkboxes next to applicable records and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Absence Reasons

Congregate can display any number of reasons as to why a member was absent. You can create and manage reasons to be displayed when a member is marked absent.

Excusable Reasons
Indicate if certain reasons are “excusable” in your judgment (e.g., sick or out of town) and they will be displayed on on-screen reports in an alternate color versus “inexcusable” reasons. They will also be indicated as “excusable” in your CSV export.

To add, edit, or remove reasons, click “Absence Reasons” inside of Congregate Admin. There you will find a list of all your reasons.

Click “New” to add a reason. Enter the name of the reason and indicate if it is an “excusable reason” and click “Add.”

To edit a reason, simply click its name or edit icon.

To permanently remove a reason, click its trashcan icon.

To bulk update reasons, check the checkboxes next to the applicable reasons and select the following from the “Checkbox Options” dropdown menu: delete. Then click “Apply.”

Default Absences

Congregate can pre-select and mark members as absent for any given reason. Examples may include if a student is away at college or someone deploys in the military.

To add, edit, or remove reasons, click “Default Reasons” under Congregation Tools > Attendance Tracker inside Congregate Admin. There you will find a list of all your members and reasons.

Select a default reason for each applicable member and click “Save.”

Attendance Reports

Congregate can display detailed information about a member’s attendance record.

Single Member

This includes a chart showing his or her absent-to-present ratio and a listing of all attendance entries during any given date range. Choose “Report: Single Member” under Congregation Tools > Attendance Tracker inside Congregate Admin and select your member and date range.

Multi-Member

This report allows you to view what member(s) were absent during any given date range and optional service. Choose “Report: Multi-Member” under Congregation Tools > Attendance Tracker inside Congregate Admin and select your services, groups, reasons, and date range.

Sunday-Based

This report allows you to view what member(s) were absent during any and all services on a given Sunday or range of Sunday services. Choose “Report: Sunday-Based” under Congregation Tools > Attendance Tracker inside Congregate Admin and select your start date, number of Sundays, groups, and reasons.

Weekly-Based

This report displays the weekly-based attendance report directly in Congregate Admin. Church leaders (and/or members) can automatically receive the summary via email each week if they subscribe to the recap email. Choose “Report: Weekly-Based” under Congregation Tools > Attendance Tracker inside Congregate Admin to preview the report.

Weekly Attendance Reap Email

Church leadership (and/or members) can receive a summary of the previous week’s per-member attendance information via the recap email. Congregate will generate and send an email showing all members who were absent and for what reason.

To add, edit, or remove subscribers, click “Weekly Recap Email” under Congregation Tools > Attendance Tracker inside Congregate Admin. There you will find a list of all your members.

Select “Subscribed” or “Not Subscribed” for applicable members and click “Save.”

Export

You can export all attendance data to a CSV file. Your exported CSV file will include all members, all records, and all absence reasons. If service(s) are not selected, all services will be exported.

To export your data click “Export” under Congregation Tools > Attendance Tracker inside Congregate Admin. Select any services you wish to include and select the start and end dates for your export. Click the “Export to CSV” button to generate your file.

Options

Selecting Attendance Display Pages

Use the dropdown menu to select the page for your overall attendance display. If you do not wish to use this feature, select “None” from the dropdown menu to disable it.

Use the dropdown menu to select the page for your overall per-member display. If you do not wish to use this feature, select “None” from the dropdown menu to disable it.

Defaults

Enable “Auto Create Overall Record from Per-Member Attendance” if you wish for Congregate to create an overall record from the total number of members and visitors/others inputted in your per-member record.

Enter the number of days for the default number of records listed on your site in the “Default Date Range” field.

Attendees

Select additional individuals to include in attendance, in addition to actual members: non-members, former members, children, and/or non-Christians.

Attendance Taking Preferences

Select the services in which you take attendance in the “Services to Use” field.

Select the member groups in which you use to take attendance in the “Member Groups to Use” field.

Use the “App Display Sorting” menu to select how attendance taking appears in the Congregate Members app: alphabetically by family, by member, or grouped by family. This affects families with multiple last names and multiple families with the same last name.

Use the “App Member Photo Display” menu to select how attendance taking appears in the Congregate Members app: click to display member photos or always display photos.

Use the “Default Status” menu to select how attendance taking starts: with everyone marked as absent or present.

Weekly Recap Email

Select the day of the week and time of day the automated weekly attendance reap email is sent to subscribers.

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