View Attendance Summary

The attendance summary shows the attendance for all groups for the previous week, as well as the 1 month average and 1 year average for the groups.

To view the attendance summary, click the “Attendance Summary” link in the Groups window.

To print the attendance summary, click the “Full Screen” button, then print the displayed web page, then click the back button in the web browser to return to the groups and attendance page.

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Track Weekly Personal Attendance

For each group:

  • Add new people to the roster (and to the directory if necessary).
  • Enter the attendance information
  • Print the 12-week personal attendance report.
  • If a person has not attended the group in the past 12 weeks, remove the person from the group roster.

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Sunday School Attendance Process

The SS secretary enters the attendance data from the previous week into the system, then prints the 12 week history report and puts the reports in a place where the teachers can retrieve them on Sunday (e.g. a set of mailbox slots).

The teacher picks up the report on Sunday morning, enters attendance data for the current week, fills out visitor forms if there are visitors, and returns the forms to the mailbox slot.  The SS secretary picks up the forms and the cycle repeats.

Teachers should make a copy of the report (with the current week’s attendance data) before returning the form to the mailbox slot, so that the teacher can make calls, send postcards, and make visits.

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Remove From Group

A roster is a list of people in a particular group.  To access rosters, click the “Rosters” button in the Groups window.  Select a group from the drop down list.

To remove a person from a group, click the “Remove” link in the Options column next to the person.

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Promote Members of Group to New Group

When a new school year starts, children are typically promoted to a new class for Sunday School (Promotion Sunday) and midweek children’s clubs (e.g. Master Clubs).

If a group has a next group defined (e.g. 2nd Grade Sunday School is the next group for 1st Grade Sunday School), a “Promote” link will appear next the group on the Group list page.  The next group is selected from the Edit Groups page.

Click the “Promote” link next to the group, and all members of the group will be moved to the next group.

All Personal Attendance will be deleted and converted to Group Attendance, so database backup is recommended prior to promoting groups.

Promote the groups in reverse order from the oldest group (e.g. 6th grade) to the youngest group (e.g. preschool).  If the oldest grade is moving out of the ministry entirely (e.g. 6th grade moving out of Master Club), create a group (e.g. “Master Club Graduates) in the collection, set the graduates group as the next group for the oldest group, and promote the oldest group to the graduates group.

If a group contains some members that should be promoted and some members that should not be promoted (e.g. Primary Boys to Middler Boys), each member can be promoted individually using the promote link on the roster.

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Send Message to Group (Text/Email)

Broadcast email or text messages can be sent to any group. For example, a message could be sent for any of the following scenarios:

  • A high school Sunday School teacher sends a quick text message to remind students to read the Bible passage before class.
  • The nursery coordinator sends an email to all nursery workers to remind them about a meeting after the Sunday evening service.
  • The church secretary sends a broadcast email requesting prayer for a church member’s emergency medical condition.

To send a broadcast email message, open the Groups window in the Shining Light Technologies application. Click the “Message to Group” link. Select the group or collection of groups to which the email will be sent. Note the group members who will receive the message and those who will not receive the message (phone calls or text messages could be sent to the users who do not have email). Enter the subject and body of the email message (include a greeting in the body such as “Teen Sunday School Class, …” or “Dear Students, …”). Click the “Send Email” button to send the message.

To send a text message instead of email, click the “Send text message” link rather than composing an email message. Select the group or collection to which the text message will be sent. Note the group members who will receive the text message and those who will not receive the message. Enter the subject and a short message, and click the “Send Text Message” button to send the message.

The text message will be sent as an email to SMS using each group member’s mobile number and mobile carrier (e.g. “9105551212@mobile.att.net”). To select the mobile carrier for each group member, edit the group member’s directory profile and select the mobile carrier. The directory profile edit page includes a link to perform a carrier lookup. This manual step makes it possible to send free broadcast text messages (a lookup service that can be accessed dynamically requires a per message service fee). If a carrier is not specified for a particular group member, the message will be sent to the member’s mobile number at each of the major U.S. mobile carriers (AT&T, Verizon, Sprint, etc). Note that this will result in rejected email messages to the sender from the incorrect carriers.

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Manage Group Schedule

Leaders and helpers in each group can be scheduled for ministry service or for any other scheduling function, such as group member of the week.  Printed reminders and phone calls are generated to remind the helpers.  The printed and phone reminders cut down on “no-shows” due to people forgetting that they were scheduled. The scheduling capability also prevents conflicts such as trying to schedule the same person in nursery and toddlers on the same day.

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To access schedules, click the “Schedule” button in the Groups window.

Prior to scheduling a person, the person must first be added to the roster for the group.

On the schedule page, select a group from the list. The list of groups is restricted based on your leadership roles and based on your rights level.

Change the month and year to the month and year for which you are scheduling.  Click a day on the calendar.

Choose a person from the list, select the scheduling frequency (e.g. every 4 weeks), and click the “Submit” button.  By default, only leaders and helpers of groups can be scheduled.  In order to schedule any group member (e.g. special music group), edit the group and check the “Schedule All Members” checkbox.

If a helper in the group is not listed, then that person was already scheduled in another ministry in the same time slot.

To remove a person from the schedule on a particular date, click the next to the person.

To remove the person from the schedule for the particular date and all future dates, click the next to the person.

To view a list of people scheduled in the future (e.g. to post in the nursery), click the “Reports” link at the top of the page, select the group, and choose a date range.  Click “Full Screen” before printing the report.

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Manage Rosters

A roster is a list of people in a particular group.

To access rosters, open the group details page and then click the Roster link, or click the Roster link for the particular group in the group list page.

To add a person to the roster, click the + icon at the top of the page, then select the person from the list. The list can be filtered by searching by first or last name. Select the person’s role in the group from the drop down list, then click the “done” or check mark button.

If the person cannot be added as a helper or leader in a particular group, this may be due to the background check policy enforcement.

To change a person’s role in a group, select the person’s new role in the group from the drop down list in the first row of the table, then click the “Submit Changes” button.

To remove a person from a group, click the “Remove” link in the Options column next to the person.

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Manage Groups

A group is defined as any list of people that have something in common, such as a class that meets at a certain time every week, a list of college students, a list of shut-ins, a family, or a list of people on a deacon’s list.

To access the list of groups, click the “Groups” button in the Groups window.

To add a new group, type the group name in the text field in the first row of the table, select a collection for the group, then click the “Submit Changes” button.

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To access the roster for a group, click the “Roster” link in the Options column next to the group.

To enter or view attendance for a group, click the “Attendance” link in the Options column next to the group.

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Manage Collections

A collection is a set of related groups, where the relationship can be the same ministry, same meeting time, same age group, etc. For example the Sunday School collection contains all of the Sunday School classes.

Web Church Manager pre-defined collections, and additional collections can be created as needed.

To access the list of collections, click the “Collections” button in the Groups window.

To add a new collection, type the name of the collection in the text field in first row of the table, then click the “Submit Changes” button.

To modify the name of an existing collection, type the change in the corresponding text box, then click the “Submit Changes” button.

To access the list of groups for a collection, click the “Groups” link in the Options column next to the collection.

To enter or view attendance for a collection, click the “Attendance” link in the Options column next to the collection.

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