Attendance Tracking
Record and review attendance for Sunday services, midweek events, or any gathering where presence matters. Passport lets you mark people present by name, enter an optional room headcount for walk-ins, and review a summary breakdown of adults and children after each service.
What you can do
- Mark members, attendees, and visitors here from a live roster.
- Search for and add someone who isn't on the roster yet.
- Enter a total room count to capture people who weren't individually checked in.
- Filter the roster by person type (Members, Attendees, Visitors) or by age group.
- Open any earlier service and update its attendance after the fact.
Step 1 — Open the attendance screen
Go to Services → Attendance. Passport opens the service that is on now: the one in its attendance window, or today's service once it has ended so you can finish marking. If your church doesn't meet today, it opens the next service. Cancelled dates are skipped.
To take or update attendance for a different service, click Other services:
- Coming up lists today's services and the next day you meet, with Take attendance.
- Earlier lists past services and events between the From and To dates, with how many people were marked here and how many were in the room. Click Update attendance to open one.
You can also reach attendance from Services → Upcoming services (each service has Take attendance with the live count) or the Calendar (click a service or event, then choose Attendance). An event with registration opens Event Day instead, because you take attendance there from the list of people who registered. See Community events.
:::tip No service times yet? Passport takes attendance against your service times. Until an admin adds them in Settings → Service times, the attendance screen says so instead of opening a service. :::
If your church's attendance comes from Breeze or Planning Center Check-Ins, the attendance screen says so. Passport pulls those check-ins in automatically; you can still mark anyone they missed here.
Step 2 — Mark people here
The roster shows the people expected at this service. Members and Attendees appear by default; Visitors are hidden until you add them with the filter toggle.
To mark someone here: Click Here beside their name. It turns into the HERE stamp. To undo a mistake, click the stamp. Clicking a person's name opens their profile.
To add someone not on the list: Use the search bar at the top of the roster. Start typing a name, then click Here beside the person in the results.
If you hide a person type using the roster filters, people who are already checked in remain on the list. Filters only control who is shown as a candidate — they don't remove confirmed attendees.
Step 3 — Adjust roster filters (optional)
Use the Show on roster filter pills to control which types of people appear in the list:
| Filter | Who it shows |
|---|---|
| Members | People with Member status |
| Attendees | Regular attendees who are not yet members |
| Visitors | First-time and returning guests |
Click a pill to toggle it on or off. Turning a type off hides those people from the candidate list while keeping any who are already marked present.
Expected audience filter
If your service is configured with an expected audience (set in Admin → Settings → Service times), the roster automatically starts filtered to that audience — for example, showing only adults, or only children. A note at the bottom of the filters reads:
Filtered to this service's expected audience. Staff can adjust using the filters above.
Click the age filter pill (shown with an × icon) to clear the age filter and see everyone. You can toggle the person-type pills at any time to expand or narrow the list.
Step 4 — Enter a room headcount (optional)
If some people in the room weren't individually checked in by name — such as walk-ins or guests who didn't provide their information — you can enter a total room count to keep your numbers accurate.
- In the headcount panel at the top, find the Total present (optional) field.
- Enter the total number of people physically in the room.
- Click Save.
The number you enter must be at least as large as the named count already checked in. Passport shows both figures: the named count (people confirmed by name) and any additional guests beyond that.
:::tip When to use this Room headcount is useful for Sunday services where you take a visual count of chairs filled. It gives you an accurate total without requiring every person to be individually identified. :::
Step 5 — Review the summary
After marking attendance, a summary panel shows:
- Total present — the final count (room headcount if saved, otherwise named count).
- Adults — people 18 and older.
- Kids — children in the roster.
This summary updates live as you mark people present or absent.
Updating attendance after the fact
You can return to any past service and adjust attendance at any time. On the attendance screen, click Other services, set the From and To dates under Earlier, and click Update attendance on the service you want. All the same tools are available — roster, filters, headcount, and search.
Setting up services
Services (Sunday morning, midweek prayer, etc.) are configured in Admin → Settings → Service times. There you can set:
- The day and time of the service.
- A window (in minutes before and after) during which attendance is considered "live."
- An expected audience — which person types (Members, Attendees, Visitors) and age group should be pre-selected when the attendance screen opens.
Reach service setup by going to Admin → Settings → Service times or by asking your Passport administrator.
Next steps
- Know what to take attendance for — Calendar & Events.
- Close the loop on guests — Attendance marks a planned visit as shown in the Guests hub.
- See the trend — Reports turns weeks of attendance into a picture.