How do I take attendance?

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Some events only need a general attendance number to track how many people attended the event. Other events need to track specific attendance in order to follow up with specific people.

In Planning Center, you can track general attendance and specific attendance, depending on the purpose of an event. Answer the questions below to find the best way to take attendance for your event.

What kind of attendance are you looking to track?

I just need number totals.

If you just need to know how many people are at the event, you have two options:

  • If you want people to register before the event, use Simple Signups, which allows people to reserve multiple signups at one time.

  • If you just need to tally the total number of people in a specific place at a specific time, you can use the free Headcounts app!

    event_dashboard.jpeg

    In order to access Headcounts, you need to have a subscription to Check-Ins, but you can sign up for the free plan if you're not using Check-Ins for anything else!

I want to see who came to the event.

Some events are public, like services anyone can attend. They typically have a regular frequency, and they're scheduled indefinitely.

Other events require some sort of notice--an invitation or a link to a page. These events also typically have end dates or take breaks between events.

So, what kind of event are you having?

Public: Anyone can attend. Usually on a set schedule that recurs indefinitely.

If you want people to register beforehand, create a Registrations signup, and then take attendance of the day of the event.

To print labels for each attendee, use Check-Ins.

Tip

If you want people to register and you want to print labels, we have a Check-Ins/Registrations Integration you can use!

Invited: Specific start dates, usually with an end date or breaks.

If the event is for building relationships, create it in Groups.

  1. Create a group.

  2. Create an event within that group and remind the members of the group to attend the event.

  3. Before the event begins, the group leader will receive an email to take attendance for those who attended the group.

If it's a team meeting, schedule the team in Services, so you can plan based on their confirms and declines, and then take attendance at the team meeting.

If it's not a team meeting, you need to use Check-Ins.

  1. You don't have to set a frequency, since you can start a new session at any time.

  2. Then add the locations people will be attending.

  3. Set up a station with a volunteer to check people in or a kiosk for people to check themselves in.

Still not sure?

Here's a chart that shows which products will accomplish certain tasks. If you're still not sure which product to use, follow the chart below.

Check-Ins

Groups

Registrations

Services

RSVP (sign up or confirm)

️✓

✓️

✓️

Print labels

✓️

Add visitor

✓️

✓️

Share resources

✓️

✓️

In and out time stamp

✓️

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