Class Rosters and Attendance Tracking

The class roster and attendance system in TimelyChurch provides everything you need to manage student enrollment and track weekly attendance. The unified class detail page combines roster management, real-time attendance, and historical reporting in one place.

Accessing the Roster

1. Open Groups from the admin sidebar (classes live alongside your other groups). You can also reach your class list from the Check-In page using the Groups/Classes link.
2. Click on the class you want to manage.
3. Select the Roster tab to view enrolled students.

Enrolling Students

Adding a Student to the Roster

1. Open the class detail page and go to the Roster tab.
2. Click the Add Student button.
3. A search field appears. Type at least 2 characters of the student's name.
4. Results show matching people from your church directory with their name and age.
5. Click on a person to enroll them.
6. The student is immediately added to the class roster.

Important Enrollment Behaviors

• One class at a time (per church) -- When a person is enrolled in a new class, any existing active enrollment in another class within the same church is automatically deactivated. Each person can only be actively enrolled in one class per church. The "one class at a time" rule applies only within your own church and does not affect other churches.
• Duplicate prevention -- If a person is already actively enrolled in the class, you will see a message indicating they are already a member.
• Enrollment tracking -- The system records the enrollment date, the student's grade level at the time of enrollment, and that the enrollment was done manually.

Student Information Displayed

For each enrolled student, the roster shows:

• Full name (sorted by last name)
• Photo (if available)
• Age and grade level
• Birthdate
• Allergies (important for safety, pulled from their check-in profile)
• Enrollment date
• Family name
• Parent phone number (from the primary family contact)

Removing Students from the Roster

1. On the Roster tab, find the student you want to remove.
2. Click the Remove button next to their name.
3. The student's enrollment status is changed to Inactive.

Removing a student does not delete their records. The enrollment is deactivated, and historical attendance data is preserved. The student can be re-enrolled at any time.

Taking Attendance

Using the Today Tab

The Today tab on the class detail page is designed for quick, Sunday-morning attendance taking.

1. Open the class detail page.
2. The Today tab is selected by default.
3. You will see all enrolled students listed with attendance action buttons.
4. For each student, tap or click one of the status buttons:
   • Present -- The student is in class.
   • Absent -- The student is not in class.
   • Late -- The student arrived late.
   • Excused -- The student has an excused absence.

Attendance is saved instantly as you mark each student. There is no need to click a separate Save button.

Bulk Attendance

For quick attendance on busy mornings:

• Mark All Present -- Sets every enrolled student to Present with a single click. Useful when most students are in class and you only need to mark a few exceptions.
• Mark All Absent -- Sets every enrolled student to Absent. Useful as a starting point if you prefer to then mark individual students as present.

After using bulk attendance, you can still change individual students by tapping their status button.

Check-In Integration

If your church uses the TimelyChurch Check-In module, students who have been checked in will show a check-in indicator on the Today tab. This includes:

• Check-in time
• Security code (for child safety pickup verification)

Check-ins appear automatically and do not need to be manually reconciled.

Quick Stats

The class header shows real-time stats that update as you take attendance:

• Enrolled -- Total number of students on the roster.
• Here Today -- Number of students marked present or checked in.
• Not Marked -- Number of students who have not yet been marked for today.

These numbers update instantly as attendance is recorded.

Viewing Attendance History

History Tab

The History tab on the class detail page shows attendance trends over the past 12 weeks.

For each date, you can see:

• Date of the class session
• Number of students marked Present
• Number marked Absent
• Number marked Late
• Total attendance records for that date

Using History Data

Attendance history helps you:

• Identify trends in class attendance over time.
• Spot students who may have stopped attending.
• Plan for class capacity needs.
• Report on ministry effectiveness to church leadership.

Attendance Statuses

Tips for Roster and Attendance Management

• Before Sunday: Review your roster to ensure it is up to date. Add any new students and remove any who have moved to a different class.
• During check-in: If using the Check-In module, students will already appear as checked in on the Today tab.
• During class: Use the Today tab to mark remaining students. Tap "Mark All Present" and then adjust exceptions for the fastest workflow.
• After class: Review the "Not Marked" count to make sure everyone has been accounted for.
• Weekly review: Check the History tab periodically to identify attendance patterns and follow up with families of students who have been absent multiple weeks.