- Schedule for an Involvement
In TouchPoint, a Schedule is assigned to Involvements that have regular weekly meetings. The Schedule is the day of the week and the time that the Involvement normally meets. Schedules have an impact on several processes in TouchPoint, from Check-In to individual attendance.
If an Involvement uses TouchPoint Check-In, you must either give it a Schedule or you must create the meeting beforehand. See more below regarding Check-In and Schedules.
Do not assign a Schedule if an Involvement does not have meetings. If you copied an Involvement with a Schedule when creating a new Involvement, or if an Involvement was given a Schedule by mistake, you should remove the Schedule. See instructions below regarding Adding and Removing Schedules.
If an Involvement has meetings, but does not meet weekly, check the box Does NOT Meet Weekly.
- Attendance Credit
The Schedule also has an Attendance Credit. This is how often you expect the members to attend. If the Involvement has only one Schedule, the Attendance Credit will be Every Meeting. However, if the Involvement has multiple Schedules, one Schedule might have an Attendance Credit of Every Meeting, and the other one might be Once Per Week Group 1.
The Schedule allows you to optionally set a Capacity for meetings that occur at this day and time. This is used in conjunction with Web Check-In. Once a meeting reaches capacity during Check-In, no one else will be able to check in to that meeting. Every meeting that is created for a given Schedule will automatically inherit the Capacity set for that Schedule. This can be changed on the fly during Check-In by using the Check-In Dashboard or on the Meeting Page.
- Other Attends
This is an attendance type that is given to a member of one Involvement when he is marked present in another Involvement that meets at the same time. When he is marked present, whether during Check-In or via a roll sheet, a meeting is created for the other Involvement (if there is not already a meeting) in which that person is a member, so that he can be given an Other Attend attendance type in the class he is not attending that day. This is a great help to the leader, as it lets him know that the person was on campus, just not in his class.
Of course, you do not want Other Attends getting created for Involvements that are not meeting. That is why, if you have chosen to keep a schedule (as a reference) and the Involvement does not meet every week, be sure to check Does Not Meet Weekly.
The Other Attend feature works when both Involvements each have a single Schedule, not multiple schedules.
Adding a Schedule¶
- Step 1
Go to the Involvement > Settings > Attendance tab and click Edit.
Then click the green + Add Schedule button.
- Step 2
Select the day of the week using the drop down menu. Click the clock icon and select the time, including AM or PM.
Select the Attendance Credit from the drop down options. Optionally, enter a Capacity if there is a maximum number of people allowed to check in to this class.
- Step 3
- Click the blue Save button.
If you have only one Schedule for that Involvement, select Every Meeting as the Attendance Credit type. See below for instructions in adding other Schedules.
Adding Multiple Schedules¶
If an Involvement meets more than one time each week, you can add multiple schedules. Use the same steps as above for each Schedule.
The Schedule that is created first will be the one that displays on the Involvement header and on the Involvements > Search / Manage page. It will be Schedule number 1.
Removing a Schedule¶
- Step 1
- Go to the Involvement > Settings > Attendance tab and click Edit.
- Step 2
- Click the red Delete button under the schedule, and then click the blue Save button.
If you have more than one Schedule to remove, repeat the process.
Searching by Schedule¶
If an Involvement has multiple Schedules, you can still search for it by using any of its Schedules, regardless of the one that is displaying in the list.
Go to Involvements > Search, select the Schedule from the drop down menu and click Search.
The first Schedule on the Involvement will display in the list beside the name of the Involvement. So, if you have an Involvement with schedules of Sunday 8:00 AM and Sunday 6:00 PM, and you filter for Sunday 6:00 PM, the Involvement will display in the list. However, Sunday 8:00 AM will be the Schedule that is displayed, because it is the first Schedule on the Involvement.
Check-In & Schedules¶
When you start up Check-In, the system looks for several criteria in order to know which Involvements to display for Check-In:
If Does NOT Meet Weekly is checked and there is not a meeting created for that day, that Involvement will not display for Check-In.
Recording Attendance for Involvements without Schedules¶
For Involvements that do not meet every week, whether they have a Schedule and are flagged Does Not Meet Weekly, or they do not have a Schedule at all, you just need to create a meeting manually.
If you are using roll sheets to take attendance, you can create the meeting and record attendance after they meet. If you are using Check-In, you must create the meeting at some point before the start of the meeting.
You do not need to create meetings on each individual Involvement. You can create meetings for a group of Involvements on the Involvements > Search page.
Update note about Capacity