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Recording Attendance

Once your campuses, service times, and groups are set up, you can manually record attendance after each gathering. B1 Admin organizes attendance around sessions -- one session per group per meeting date. You create the session, mark who showed up, and the data feeds directly into your attendance reports.

Before You Begin

  • Your campuses, service times, and groups must be configured. See Attendance Setup if you haven't done this yet.
  • The groups you want to track must have Track Attendance enabled. See Attendance Setup for details.
  • You need the Edit Attendance permission to save attendance. Volunteers who only have View People Names Only for people can still take attendance this way -- they open classes from Groups and see members by name only. See People Names Only.

Creating a Session​

A session represents one occurrence of a group meeting -- for example, your K--3rd grade class on a specific Sunday.

  1. Open B1 Admin, open the Jump menu (the search bar at the top-left), expand People, and click Groups.
  2. Select the group you want to record attendance for.
  3. In the Sessions section of the group's page, click All sessions.
  4. Click New to create a new session.
  5. If the group is assigned to a service time, choose the Service Time. If it is an unscheduled group, this field will not appear.
  6. Select the Session Date -- this can be today, a past date, or a future date.
  7. Click Save.

Adding Sessions for Every Class in a Service Time​

If other groups meet at the same service time (for example, all of your children's classes at Sunday 9:00 AM), you can create their sessions in one step instead of visiting each group.

  1. Follow the steps above and choose a Service Time.
  2. Check Also add for the other N groups in service time. The checkbox shows how many other groups are assigned to that service time. It only appears when adding a new session and at least one other group meets at that time.
  3. Click Save.

A session is created for the current group and for each of the other groups on the same date and service time. Groups that already have a session for that date and service time are skipped, so you won't get duplicates.

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You can create sessions for past dates to catch up on attendance you haven't recorded yet, or create them in advance so they are ready when your group meets.

Session Notes​

Each session can have notes -- a recap of what was covered, announcements, or prayer requests.

  1. When adding a session, or after clicking the Edit (pencil) icon next to a session in the list, type in the Notes (what was covered, announcements, prayer requests) box below the date. The toolbar lets you add bold text, lists, and links.
  2. Click Save.

The notes appear at the top of the session's attendance list. They are also the meeting notes that the group's members read in the Meetings section of the group's page on B1.church, where group leaders can write and edit them too. See Group Details.

Marking Attendance​

Select a session to see its attendance list. Every group member is listed with a checkbox, sorted by last name, and anyone already recorded as present is checked.

  1. Check the box next to each person who attended. Use Select All or Select None to change everyone at once.
  2. The count above the list (for example, "12 of 15 present") updates as you check boxes.
  3. Click Save Attendance. Nothing is recorded until you save, and a message confirms when the save is done. If you try to close or reload the browser tab while a save is still going, your browser warns you first so the changes are not lost.

Unchecking someone who was already recorded as present and then saving removes them from the session.

Adding Visitors​

To record someone who is not a member of the group, search for them in the person search beside the attendance list. If they are not in your database yet, you can create them from the search. Either way, they are added to the list already checked. Click Save Attendance to record them.

People who checked in at a kiosk show a Volunteer or Guest chip. People who are not group members show a Guest chip.

Checking Which Groups Still Need Attendance​

When several classes meet at the same service time, you can see at a glance which ones still need their attendance entered for that date.

  1. Open a session that has a service time.
  2. Click Who Still Needs Attendance at the top of the attendance list.
  3. A dialog lists every group assigned to that service time, with a summary such as "5 of 8 groups entered" at the top.

Groups with no one marked present for that date show a Not entered chip and are listed first. Groups that have attendance show Entered with the number of people marked present (for example, "Entered (12)"). Click a group's name to open that group's sessions with the session for the same date already selected, so you can record its attendance right away. If the group has no session for that date yet, its sessions list opens so you can add one.

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Pair this with Print All Classes and adding sessions for every class in a service time: create the sessions, hand out roll sheets, then use Who Still Needs Attendance to see which sheets haven't been entered yet.

Printing a Roll Sheet​

A roll sheet is a printable class list that teachers can mark by hand and give back to you to enter later. Each sheet shows your church logo (the Light Background Logo from Website > Appearance, if you've uploaded one) with the church name beneath it, the class, a large Date line under the class name, and the service time. Members are listed in two columns (read down the left column, then the right) so more names fit on a page, and every member has Present and Absent boxes. There are blank lines for visitors and a Teacher / Notes area.

  • From a session -- Click the Print Roll Sheet (printer) icon at the top of the session's attendance list. The sheet is dated with the session's date.
  • All classes for a service -- If the session has a service time, click Print All Classes to print one sheet per class assigned to that service time. Each class prints on its own page.
  • From the member list -- On the group's page, click All members, then click the Print Roll Sheet icon above the member list and choose Attendance Sheet to print an undated sheet. The same menu has a Contact Roster layout with each member's phone, email, and address -- see Printing the Member List.

The sheet opens in a new tab and your browser's print dialog appears automatically.

Exporting Attendance to a Spreadsheet​

You can download a record of the session as a CSV file to use in Excel, Numbers, or Google Sheets.

  1. Open the session you want to export.
  2. Click the Export button at the top of the attendance list.
  3. Open the downloaded file in your spreadsheet application.

Viewing Recorded Attendance​

After recording sessions, the data appears in your attendance reports.

  • Attendance Trend tab (under All years on the Attendance page) -- shows church-wide trends over time. See Tracking Attendance.
  • Group Attendance tab -- shows attendance broken down by individual group. See Attendance Reports.
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If a session you just created does not appear in reports right away, make sure the session date falls within the date range selected in the report filters.