Question

Photo of Jonathan Carlson

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Creating list of kids in a check-in class

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I'm trying to understand the concept with how the check-in information is stored in Rock.  I understand that children aren't actually put in a check-in group when they check in.  So how do I create reports or lists of who is in what class?  Is the only way to display this information by using the attendance analysis tool?  Or is it possible to set up a data view to show this info?  I need to be able to print out lists of who is in what class so they can check them off or just so teachers have that info available to them.

  • Photo of David Leigh

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    Hi Jonathan,

    To view a list of who is currently checked in to each Group, you can use the Check-In Manager:
    http://www.rockrms.com/Rock/BookContent/10/85#checkinmanager

    To maintain a list of children that are regular attenders in a class, you could also add them as Group Members and use this to create a report for class lists.
    If you want to add first-time attenders to the Group automatically when they are checked-in, you can do that too by configuring the Group Type property "Attendance Rule",

    Other than the Attendance Analysis tool, the reporting in this area is fairly primitive at the moment - the fields available to create reports on the Attendance table are very basic. I'm currently working on adding some additional fields to create more user-friendly Data Views/Reports for Attendance which should be available in a future release of Rock.

    Hope this helps!

  • Photo of Jonathan Carlson

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    Thanks David!  So in order to add them as Group Members, would I have to create groups under the group viewer?  I don't see how I would add them to the groups under the Check-In module.

    • David Leigh

      David Leigh

      That's right - check-in can be enabled for any Group in Rock, so your children's classes should be managed just like any other Group.

    • Photo of Michael Garrison

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      Jonathan, the answers to this question can vary wildly depending on exactly what you want. Perhaps enabling your own custom groups for check-in is what you're looking for- in which case you can ignore the rest of this =) But in case you're still looking;

      - If you're looking for a list of who is CURRENTLY checked in, David's suggestion of using Check In Manager is definately the way to go- it's a great tool. I don't think this is what you mean based on your question, but I'm trying to be thorough in this answer

      - If you want a list of everyone in your database who ELIGIBLE to check in to a group, you can set up data views that use the same criterion as your check-in group- age, grade, etc...this would be a kind of "checklist" like you mention, since it will have everyone you know about ... though of course it still wouldn't have first-time visitors that you just added to the database. It's also probably overkill- you're likely to get a pretty long list

      - If you want a list of everyone who ever HAS checked in to a class in the past, you can also set up a data view that filters based on attendance in that class in the last "x" number of weeks. Don't forget to leverage version 4's wonderful new ability to let you filter a report at runtime rather than having to create a different report for each class (see http://www.rockrms.com/Rock/BookContent/6/63#dynamicreportblock )

      - If you still want something different and have some SQL experience, you can use Dynamic Data blocks on custom pages to get all kinds of ways to view the info. For an kind of "out there" example I wrote up for the community a few months ago, check out http://shouldertheboulder.com/snippet-attendance-grid/

      Let us know if you need help with any of these alternate solutions as well.

    • Photo of Jonathan Carlson

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      Thanks for the advice.  I figured out how to enable the groups I created in the Check In configuration to take Attendance so I can enter attendance manually.  I have a Person Attribute that specifies if the person is registered for the 2015-16 school year, so I used the Group Sync to populate the students in the group based on that attribute and their grade. So I entered attendance for the past several months, checking the box next to the students who were present each week and leaving the boxes blank next to students who were absent.  It seems to be working pretty well.

      However, I've noticed something strange now-- someone who has only attended one time has several bars on her attendance badge as if she has been there every week, and her family attendance badge shows 10/16, even though no one else in her family has ever come before.  In her attendance history I see 13 entries with dates but only one has a check mark in the "Attended" column.  It seems that Rock is pulling the attendance badge information from the fact that there are entries in the attendance history, rather than filtering it based on if the person actually attended or not.  Anyone know how to change how the attendance badge decides if someone has been present or not?  Or if perhaps my whole set up here is messing up Rock's original design for the Check In?