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Group Leader Guide

Mark Attendance

As a group leader, you may be asked to mark attendance. Understanding attendance patterns is critical for your church leadership. Monitoring shifting or seasonal attendance is an important measurement when planning future events or ministries. Attendance records also help church leadership identify those who may need follow-up or compassion during a difficult season.

Options
  • Member Attendance—You can mark member attendance by selecting the check box for each person who attended the meeting. The total number of marked attendance is calculated at the top of the screen.
  • Head Counts—If you do not mark individual member attendance for the event, you can enter a number in the Total column. If you record a head count and later decide to mark individual members' attendance, the head count and individual member attendance are combined in the total. You will need to go back and adjust the number for each selected profile to keep your total number consistent.
  • Attendance Profiles—If you are the leader of multiple groups, ask your administrator to set up an attendance profile containing all your groups. Then you can mark attendance for one group at a time without needing to go to each group's past event list.
  • Printed Sheets—Sometimes it makes sense to use a printed marking sheet so you can take roll on paper prior to entering it online. Attendance sheets are printed for a group's entire month of events. If attendance has already been entered for a past event, it will print pre-marked on the sheet. The printable attendance-marking sheet is exported as a PDF.
  • Reviewing an Individual's Attendance—While looking at your group's roster online, you can hover over the ellipsis icon next to the attendance percentage to see a snapshot of the person's attendance history.

Record Group Attendance

Mark attendance for past events from the Events tab.

Marking attendance allows you to record which members are attending group events. You can mark attendance for an event on the Upcoming Events tab four hours before it begins.

The attendance sheet is organized by listing leaders first, followed by all other participants, in alphabetical order.

  1. Locate the group.
  2. On the Events tab, click Upcoming Events and change it to Past Events.
  3. Next to the event, click the ellipsis icon then click Mark Attendance.
  4. Select the check box to the left of each group member who attended the meeting. If it is both an in-person and virtual meeting, select whether the group member attended in-person or virtually.
  5. Click Add Person to add new members or guests to the group roster.
  6. To search for a specific person, click the magnifying glass icon then begin entering the name of the person you want. The list filters automatically.
    Note:

    The Other Category

    Individuals listed in the Other category (located at the bottom of the page) were added to the group after the event date for which you are recording attendance. If you mark them present, their date of admission to the group will be rolled back to this date, regardless of when you might have added them to the roster.

Record a Head Count

Record a quick head count of the number of people who attended a group event.

You might only want to record a head count for a meeting instead of marking attendance for each individual. If you record a head count and later decide to mark individual members' attendance, the head count and individual member attendance are combined. The reverse is also true.

  1. In the top-left corner, click your ministry hub then Realm. Then click Groups > All Groups.
  2. On the right side of the page, in the My Groups section, click your church name.
  3. On the Events tab, click Upcoming Events and change it to Past Events.
  4. Click the ellipsis icon next to the date of the worship service, and select Mark Attendance.
  5. On the window that displays your roster with check boxes to the side, click in the Total field at the top.
  6. Enter a number, and click Done.

Print Attendance Sheets for a Single Group

Print an attendance sheet to record group attendance.

The group leaders at your church might prefer a printed attendance-marking sheet so that they can take roll on paper before it's entered online. Attendance sheets are printed for a group's entire month of events. If attendance has already been entered for an event, it will print pre-marked on the sheet.

  1. Locate the group.
  2. Click the ellipsis icon next to the group's name and select Print Marking Sheet.
  3. Select the print options you want, and click Export.
  4. To open the PDF, follow the notification displayed by your browser. You can also retrieve it from the report log.

Create an Attendance Profile

Create an attendance profile to quickly mark attendance for multiple groups.

If you need to record attendance for multiple groups at a time, you can create an attendance profile. This lets you move quickly from the attendance page of one group to the next.

  1. In the top-left corner, click your ministry hub then Realm. Then click Groups > Attendance.
  2. Click Add Attendance Profile.
  3. Enter a name of your choosing.
  4. Select whether to specify the groups included in the profile or to include all your church's groups.
  5. If including all groups, click Save.
  6. If specifying groups, click Add Group for each entry, then save. Be sure to click Save when after adding all your groups, or the profile will not be created.

Print Attendance Sheets for Multiple Groups

Print attendance sheets to record attendance across multiple groups.

The group leaders at your church might prefer a printed attendance-marking sheet so that they can take roll on paper before it's entered online. Attendance sheets are printed for a group's entire month of events. If attendance has already been entered for an event, it will print pre-marked on the sheet.

  1. In the top-left corner, click your ministry hub then Realm. Then click Groups > Attendance.
  2. If you haven't already done so, create an attendance profile.
  3. Click the ellipsis icon to the right of the profile you want to print, and select Print Marking Sheet.
  4. A single PDF file of all the group attendance sheets is created; however, the printout will include a separate page(s) for each group listed. To open the PDF, follow the notification displayed by your browser. You can also retrieve it from the report log.

View Attendance History for a Particular Member

View the past history of attendance for any group member.

If you need to check the past attendance history for a group member, you can do this on the group's Participants tab.

Note: For more specific information, you can run the attendance predefined report, or create your own attendance custom query.
  1. Locate the group.
  2. Click the group's Participants tab.
  3. Click the percentage number that displays in the Attendance column.
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Last updated: July 11, 2023