Group Reports and Health Metrics

TimelyChurch provides health monitoring and reporting tools to help you track how your groups are performing. This article explains the Health tab, attendance tracking, and available reports.

Health Tab

The Health tab is available on the group detail page for Private and Public groups. It provides a comprehensive view of the group's vitality.

Health Score

Every group receives a health score from 0 to 100, calculated from four factors:

Health Status Labels

Based on the health score, the group is assigned a status:

The health score is displayed as a visual circular gauge with color coding (green, blue, yellow, or red) alongside an actionable recommendation.

Meeting Statistics

The Health tab shows key meeting data in a summary grid:

• Meetings This Quarter -- The count of logged meetings since the start of the current quarter.
• Last Meeting -- How long ago the group last met (e.g., "3 days ago" or "Never").
• Average Attendance -- The percentage of active members attending on average.
• Active Members -- The count of active members versus the total (e.g., "12 / 15").

Attendance Trend Chart

A stacked bar chart visualizes attendance data from the last 10 meetings:

• Green bars represent members who were present.
• Red bars represent members who were absent.

The chart updates as new meetings are recorded, giving leaders a visual trend of engagement over time.

At-Risk Members

The Health tab highlights members who have missed three or more consecutive meetings. For each at-risk member, you can see:

• Their name and initials
• The number of consecutive absences
• A direct email link to reach out to them

This feature helps leaders proactively follow up before members disengage completely.

Member Status Breakdown

A visual grid shows how members are distributed across statuses:

• Active (green) -- Currently participating members
• Inactive (gray) -- Members who have left or been removed
• On Leave (yellow) -- Members temporarily away

Attendance Reports (Classes)

Classes have a dedicated Attendance tab that provides per-student attendance tracking tied to the check-in system.

Date Range Selection

Choose from three reporting periods:

• Last 4 weeks (default)
• Last 8 weeks
• Last 12 weeks

Summary Statistics

The attendance report header shows four key metrics:

Per-Student Attendance Table

A detailed table lists every student with:

• Student name and grade (if recorded at enrollment)
• Attended count -- How many classes they attended out of the total
• Rate -- A visual progress bar with percentage (color-coded: green for 80%+, amber for 50-79%, red for below 50%)
• Last Attended -- The date of their most recent attendance
• Status -- A label of Excellent, Good, or Needs Follow-up

On mobile devices, the table is replaced with compact card-style entries for easier reading.

Class Session History

An expandable section at the bottom lists all class sessions held during the reporting period, showing:

• The date and day of the week
• The event title
• The number of people who attended that session

Recording Meetings (Groups)

For private and public groups, meetings are recorded manually:

1. Open the group detail page.
2. Log a meeting with:
   • Date -- When the meeting took place
   • Topic -- What was discussed (optional)
   • Notes -- Additional details (optional)
   • Attendee Count -- The number of people who attended

Meeting records are used to calculate the health score and populate the attendance trend chart. The group's last_meeting_at and meetings_this_quarter fields are updated automatically.

Expected Meetings Calculation

The health score's meeting frequency factor uses these benchmarks per quarter:

Exporting Health Reports

The Health tab includes an Export Report button that downloads a formatted PDF report with a complete snapshot of the group's health data. The file is named group-health-{group}-{date}.pdf so you can keep a dated record for each group.

The PDF includes:

• Your church name and the group's identifying info
• The 0–100 health score and its status label (Healthy / Good / Needs Attention / At Risk)
• Meeting statistics — totals plus this month, this quarter, and this year, and when the group last met
• Attendance data from the last 10 meetings
• At-risk members — those with 3 or more consecutive absences
• Engagement statistics — active / inactive / on-leave counts, average tenure, and leader count
• The date and time the report was generated

The report is laid out as a letter-size, portrait PDF that you can print or save directly. To keep the system responsive, the export is rate-limited to a small number of downloads per minute; if you tap it repeatedly in quick succession, wait a moment before trying again.

Tip: Review the Health tab for each group at least once a month. Groups that slip into the "Needs Attention" or "At Risk" zones benefit from a quick check-in call with the group leader.

Tip: For classes, use the Attendance tab to identify students who need follow-up early. A quick personal message to a student with declining attendance can make a significant difference in retention.

Tip: Encourage group leaders to log meetings consistently, even when attendance is low. Consistent data produces accurate health scores that help you identify trends before they become problems.