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Set up Attendance

You need to be an Administrator, or a Ministry Leader of the ministry you're in.

Before you start​

  • CCB is connected and the API user has the Attendance services turned on.
  • You know which CCB groups you want to count. The setup wizard can't be closed partway through, so have your list ready.

Create your first grouping​

  1. Open Attendance and go to Events.
  2. Click Get Started.
  3. Type a Grouping Name, like "Wednesday Night", pick an icon and color and click Create Grouping. It's created right away in the ministry you're in.
  4. Search for your CCB groups and click each one to add it. Click Continue.
  5. Choose whether to turn on Care now. You can change this later. See Care.
  6. Click Run First Sync.

The first sync pulls attendance back to the start of last season, or the last 90 days if you haven't set up seasons yet. Set up your season calendar before the first sync if you want more history. If you have a lot, it stops and says "click Sync again to continue". Keep clicking Sync until that message goes away.

Clicking the x on a group in step 4 only hides it from the list. The group is still added. Remove it afterward under Settings > Sources.

Add another grouping​

Go to Settings > Groupings > Add Grouping. It walks through the same steps.

Grouping settings​

Go to Settings and pick a grouping. The left rail has Details, Sources, Tracking, Seasons and Historical Import.

Details​

  • Name and Ministry.
  • Max group size: used by the Groups tool to flag groups that are too big.
  • Icon and Color.

Meeting day​

Leaders often enter attendance a day or two late, and CCB files it under the day they typed it. Meeting Day fixes that: attendance entered up to 3 days after your meeting day is moved back to the meeting day.

It only applies to meetings from the day you set it onward. Older meetings stay exactly as they were.

To move older meetings too:

  1. Click Apply to earlier meetings…
  2. Pick the date your meeting day actually changed. Don't pick an earlier date.
  3. Click Check and read the preview.
  4. Click Move N rows.

There's no undo, so check the preview carefully.

Sources​

CCB Groups lists the groups in this grouping.

  • Add Group adds another CCB group.
  • Click a group's name to give it a friendlier display name.
  • Untick Active to stop syncing a group but keep its history.
  • The hide icon excludes a group from every chart and roster but keeps the data.
  • The trash icon removes the group and deletes its synced attendance. Re-adding it and syncing brings CCB data back, but headcount overrides and imports are gone.

Groups marked Managed in Groups come from the Groups tool. Change them there.

Criteria add breakdowns to every meeting. Click Add Criteria and pick a CCB saved search, like "Church members". Each meeting then shows how many attendees were in that search, as extra cards on Events and columns on Comparison.

Reset sync clears the sync history and everyone's Care status so the next sync rebuilds it all. Use it only if support asks you to.

Tracking​

  • Grade Ranges: click Add Range to create ranges like "Middle School, 6th to 8th". Each range becomes a card on Events and a filter on Comparison.
  • First-Time Follow Up: see below.
  • Care: see Care.

First-time follow up​

Send first-time visitors straight to a Follow Up board.

  1. Under Tracking > First-Time Follow Up, pick a Board and Stage.
  2. Click Save.

From then on, anyone attending for the first time gets a card on that stage when you sync.

Historical Import​

Bring in weekly totals from before you used Ministry Toolkit, like a spreadsheet of past headcounts.

  1. Upload or paste a CSV with a date column and a Total, Headcount or Attendance column.
  2. Pick the Destination group.
  3. Map any extra columns to criteria or grade ranges.
  4. Check the Preview and click Import N Weeks.

Only totals come in, no names. Dates that already have attendance are skipped.

Groups outside reporting​

At the bottom of Groupings you'll see groups that aren't in any grouping (they still count in the All view) and groups you've excluded (hidden everywhere). Use Exclude or Include to change them.

Delete a grouping​

In Details, scroll to Danger Zone and click Delete grouping. This deletes its groups, criteria, seasons and all their stored attendance.

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