Send Leaders Attendance Reminder

You can configure your Involvements 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 Involvement is configured for attendance reminders, the messages will be sent to all leaders in the Involvement (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 Involvement whose leaders you want to receive attendance reminders.

Step 1: Add the Administrative Setting
To activate attendance reminders on your database, go to Administration > Setup > Settings > System > Administration and set the AttendanceReminder setting to True.
Step 2: Configure the Involvement

Make sure the Involvement has at least one leader whose record has either a

  • Cell phone number, or
  • Valid email address

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

The key setting for this feature is found on the Involvement’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 Involvements 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), go to Administration > Setup > Settings > System > Administration and set the AttendanceReminderSMSOptIn setting to False.

The message will contain the name of the Involvement 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 Involvement 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.

Attendance Reminder Email

For emailed attendance reminders, the subject and body are controlled by an email template named Attendance Reminder Email. The Title of the template will be the subject of the email. The body of the email is a mobile-responsive email. You can modify as desired, using the following replacement codes (whether in the Title or body):

  • {first} - the leader’s first/preferred name
  • {churchName}
  • {meetingName} or {orgName} - the name of the Involvement
  • {meetingTime} - the date and time of the meeting
  • {attendanceUrl} - use this to create the link to the attendance page (for example, the sample Attendance Reminder Email that has been provided has a button with this code as the URL for the link

The template is restricted to the SystemEmailTemplates role.

Did Not Meet Feature

This feature allows leaders to indicate that the group did not meet for a scheduled meeting. To enable the feature, add the UseDidNotMeetOption setting with a value of True. This will add a Did Not Meet button to the attendance page leaders receive when they click on the link in the email reminder. It will also add a Did not meet check box to the Meeting page.

Certain reports, available on the blue Toolbar when on the Involvement Search page, will include a column for Did Not Meet. These reports are:

  • Export Meetings/Attendance
  • Meeting Day Stats
  • Meetings
  • Meetings/Attendance
  • Meetings For Month


Latest Update 03/30/2021

Update terminology for Involvements