Send Leaders Attendance Reminder

You can configure your organizations so that text or email messages are sent to leaders shortly before the next meeting (within fifteen minutes). The message provides a link for the leader to record attendance. If your database is set up for sending text messages and a leader has a cell phone on record, a text is sent to that leader. Otherwise an email is sent.

When an organization is configured for attendance reminders, the messages will be sent to all leaders in the organization (that is, all who have an attendance type of Leader). Depending on the settings on your database, this will include any with a member type of Teacher, Director, Leader, Section Leader and Group Leader, among others.

Configuring for Attendance Reminders

Setup involves adding one administrative setting and configuring each organization whose leaders you want to receive attendance reminders.

Step 1 Add the Administrative Setting
To activate attendance reminders on your database, add the setting AttendanceReminder and set the value to true.
Step 2 Configure the Organization

Make sure the organization has at least one leader whose record has either

  • a cell phone number, or
  • a valid email address

The organization also will need a schedule or future meetings created.

The key setting for this feature is found on the organization’s Settings > Attendance tab. Check the box for Send an attendance link to leaders at the start of each meeting.

How the Reminders Are Sent

When the AttendanceReminder administrative setting exists and is set to true, every fifteen minutes the system will poll configured organizations for upcoming meetings. If a meeting is found with a start time within the next fifteen minutes, messages will be sent to the leaders. As stated above, the default communication method is texting. If, however, a leader’s record does not have a cell phone number with SMS Opt-in flag set to true, an email will be sent.

Important

If you have multiple Twilio numbers configured on your database, you will need to specify which the system should use. Within Twilio management, click on the desired group to edit it and check the Use for system SMS box. Then click the Submit button.

Tip

If you wish to ignore the SMS Opt-in flag and send these messages as texts to all your leaders who have a cell phone number on record (regardless of their SMS Opt-in setting), add the administrative setting AttendanceReminderSMSOptIn and set the value to false.

The message will contain the name of the organization and a link to an attendance page for the upcoming meeting. The attendance page will be displayed in a web browser, but is suitable for desktop or mobile devices. It is very similar to the attendance page in the mobile app. Members of the organization are listed on the page with a checkbox to the left of their name. To record attendance, simply check the box by an attendee’s name. There are also tabs for Guests, with a button to add a Guest, and a tab for entering Headcount.

Note

The emails are sent from mailer@tpsdb.com, but the Reply To address is set to the email address of your system administrator as defined by the AdminMail administration setting.

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