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Attendance Setup

Before you can track attendance, you need to tell B1 Admin about your church's physical locations, when services happen, and which groups meet at each service. This one-time setup creates the structure that powers all attendance tracking and reporting across your church.

Before You Begin

  • You need an active B1 Admin account with permission to manage attendance. See Roles & Permissions if you're unsure about your access level.
  • If you plan to assign groups to service times, make sure your groups are created first.

Key Concepts​

  • Campus -- a physical location where your church meets (e.g., "Main Campus," "North Campus"). Campuses are managed under Settings.
  • Service -- a recurring gathering at a campus (e.g., "Sunday Service," "Midweek").
  • Service Time -- a specific time a service happens (e.g., "9:00 AM," "11:00 AM").
  • Scheduled Group -- a group assigned to a specific service time. Attendance is tracked in the context of that service.
  • Unscheduled Group -- a group that tracks attendance on its own, without being tied to a service time.

Setting Up Your Attendance Structure​

  1. Open B1 Admin, open the Jump menu (the search bar at the top-left), and expand People.
  2. Click Attendance, then click Setup in the left column. The Service structure table opens, with counts of your campuses, service times, and scheduled and unscheduled groups across the top. The counts update as soon as you add, edit, or remove something in the table.
  3. Click Manage Campuses (top right of the Service structure panel). This takes you to Settings → Campuses. Click Add Campus, enter the name of your location (address and time zone are optional), and click Save.
  4. Return to People → Attendance and click Setup. Your campus now appears in the setup table.
  5. Click the + button in the Service column under your campus. Enter a service name such as "Sunday Service" and click Save.
  6. Click the + button in the Time column under the service. Enter a Service Time name such as "9:00 AM", optionally fill in the check-in schedule, and click Save. Repeat for each service time.
  7. To connect a group to a service time, open the group from People > Groups, click Edit, and use Add Service Time — see the next section.

Enabling Track Attendance on a Group​

Before a group can have attendance recorded, Track Attendance must be turned on for that group.

  1. In the Jump menu, choose People > Groups and select the group.
  2. Click the Edit button below the group's name.
  3. Set Track Attendance to Yes.
  4. Click Save.
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If you assigned the group to a service time in the previous step, also use the Add Service Time option on the group's edit screen to link it to the correct service. This ensures sessions are connected to the right campus and time.

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If a group meets outside of a regular service -- like a midweek small group that tracks its own attendance -- you can leave it as an unscheduled group. It will still appear in the Group Attendance report for attendance reporting.

Setting a Check-in Schedule​

Each service time can have an optional check-in schedule so that self check-in opens and closes on its own each week. Without a schedule, check-in for that service time stays available at any time (as long as the room isn't closed for other reasons, such as being full).

  1. On the Setup view, click a service time's name in the Time column (or add a new one).
  2. Under Check-in Schedule, choose the Day of the week the service time meets.
  3. Set the Start Time and, optionally, the End Time.
  4. Enter Open check-in (minutes before start) -- for example, 30 opens check-in half an hour before the service starts.
  5. Enter Close check-in (minutes after end) -- for example, 15 keeps check-in open for 15 minutes after the end time. If you didn't set an end time, this is counted from the start time.
  6. Click Save.

The schedule repeats every week and is measured in the time zone of the service's campus. If that campus doesn't have a time zone, your church's Time Zone is used instead, then the time zone of your first campus that has one, and finally Eastern time (America/New_York). If check-in opens at the wrong hour, check the Time Zone on the campus in Campuses. To remove a schedule, set Day back to No schedule and click Save. A schedule only takes effect when both a Day and a Start Time are set.

While a service time's check-in window is closed:

  • Self check-in on B1.church lists that service time as Closed (or, for example, Closed · opens Sun 9:30 AM) and it can't be picked. If none of a service's times are open, families see when check-in opens, such as "Check-in opens Sun 9:30 AM."
  • The B1 Checkin kiosk app also shows the service time as Closed with when it opens. If every time for a service is closed, the kiosk says when check-in for that service opens. Someone already checked in to a closed service time shows their group with Checked in instead. If a window closes partway through a check-in, the kiosk won't complete it and shows a Can't check in yet screen listing the affected room so the family can choose a different one.

A household that already checked in for an earlier service time can still come back and add a later service time that is open, even after the earlier window has closed. Their existing check-ins are kept.

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Set a generous open window (for example, 45 minutes before start) so early-arriving families and volunteers can check in, and a short close window so latecomers can still check in once the service has started.

Editing Your Setup​

You can update your setup at any time. Select a campus, service time, or group and click Edit to change its details, or Delete to remove it.

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Removing a service time does not delete past attendance records. Your historical data is preserved even if you change your schedule.

What's Next​

Once your campuses, service times, and groups are in place, you are ready to start recording attendance manually or set up self check-in for your services.