Using the Attendance Screen
There are two different methods for entering attendance data: 1)by Group or 2)by Name/Barcode Scanning(this option gives you an entire list of ALL names.) To designate which method/screen you would like to use, go to:
Home Screen Settings Administrator Settings Account Preferences
Then check or uncheck the box under "Attendance Screen Preferences" to set your method.
Entering Attendance by Group
Once the date is selected, click on the group/class name that you want to enter/edit attendance for from the middle column on the screen. The members of the class will show up on the right side of the screen.
To record attendance, click the box next to the name of each person in attendance. Click "Mark All" to mark all members present. Click "Mark None" to mark all members absent. A check mark in the box indicates "present," and an empty box indicates "absent."
To "Add a Name to this Group/List," such as a new member or prospect, please see the heading "Adding a New Name" further down in this article. However, to count a guest for attendance purposes only,
type in the number of guests in the "Guest Attendance Count" field. This feature is useful if you have an out-of-town guest or other one-time guest that you do not need to add to your ChurchTrac Online database. The names will not appear on the attendance roll or reports, but they will be counted in the total attendance number for that date.
Note: Do not include a count of all the guests in the number you type in the "Guest Attendance Count" field, ONLY the ones whose names you do not add to the database. The guests whose names you add and that appear on the group list are already included in the attendance count.
The "Guest Attendance Count" option is ONLY available when using the Entering Attendance by Group view.
Entering Attendance by Name or Barcode Scanning
The Search box at the top of the Attendance Entry section can be used to search for a name or to scan a barcode. When typing letters into the search box, any names that contain those letters will be displayed on the screen. Or you can type in the name of a Group, and all the names of that group will be shown. Once the correct names are on the screen, click the box next to the name of each person in attendance. A check mark in the box indicates "present," and an empty box indicates "absent."
For barcode scanning, click on the Search box field (a flashing curser should appear) and then scan. This will automatically mark the person designated by that barcode present.
Adding a New Name
There are two options available to add guests or new member names to the Attendance Screen.
- To add a guest or new member name that is already entered on the People Screen, click on the "Add Name" button at the bottom of the name list. This will open a dialog box and allow you to select the name and choose if the person will be added to the group roll permanently or just for that particular date. The name will then appear in the attendance entry area and marked present.
- To add a guest or new member name that is NOT already entered on the People Screen, click on the "Add Name" button at the bottom of the name list. Begin typing their name in the "Name to Add" field, and upon clicking the add name button, it will prompt you to add it to the database.