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Posting Attendance

 

There are a lot of ways to track attendance for an Event in MinistryPlatform. Which method should you use? That depends on who is posting attendance, when attendance is being posted, and what resources are available.

Participant record

Attendance history can be viewed and edited under a specific individual's Participant record. This approach is relatively rare but is an option nonetheless. To do so, go to the desired Participant record, click the Events sub-page, and either:

  • Select the plus symbol to post attendance for this person at one Event, or
  • From the Action menu, select Add Events to post attendance for this person at many Events.  

Event record

This is the simplest form of attendance posting. But this approach isn't useful for posting attendance that is also linked to someone's Group record (in this case, the Group Attendance Tool, Check-In, or My Groups are better options). 

To post attendance from an Event, go to the Events page, go to the Participants sub-page, and either:

  • Edit the registrant records already there (change from 02-Registered to 03-Attended), or
  • Click the plus symbol to post attendance for one person, or
  • From the Action menu, select Add Participants to post attendance for a selection of people (which you may have already previously created on the Participants page). 

Event Participants Page

Mass-assigning attendance is a quick option for attendance posting when people have pre-registered. Note: This approach requires Assign rights on the Event Participants page.

Assign with care! This is a powerful tool and should be used cautiously, as undoing a hasty assignment can be time-consuming (and potentially costly). This functionality should be limited to users who are trained to use it wisely and correctly.

To mass assign attendance from the Event Participants page:

  1. Go to People Lists > Event Participants
  2. Clear any current/unsaved selection (the bottom right corner of the screen should read "0 Selected" before you proceed)
  3. Search for and select the desired Event Participant records
  4. Click Assign
    • Check the box next to Participation Status
    • Choose 03-Attended in the Participation Status drop-down
    • Click Save
    • Confirm the assignment
  5. Clear your selection

Check-in

Attendance is posted automatically when someone checks in using Check-In. This attendance is always posted against the selected individual's Participant record, and may be connected to one of that individual's Group Participant Records, if the group was associated with the Event.

Roll Scan

Check out the Roll Scan Attendance Tool for more information. Spoiler alert: you get to use a super-cool scanning tool!

Group Attendance Tool

This option is ideal for marking attendance for Events that have Groups associated with them. Check out the Group Attendance Tool for more information.

My Groups

The My Groups page of the Portal is ideal for marking attendance for Events that have Groups associated with them, like Small Groups or Adult Sunday School classes. Through My Groups, leaders who don't have access to the Platform can mark attendance. Check out Manage Meetings and Posting Attendance for more information.

GroupLife

GroupLife allows Group Leaders to take attendance without accessing the Platform. It's perfect for Small Groups or Adult Sunday School Classes.