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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 present or absent 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.
  • Review attendance history and update records after the fact.

Step 1 — Open the attendance screen​

  1. Go to Events & Attendance in the main navigation.
  2. On the Attendance dashboard, find the service or event you want.
    • If it is currently live, the button reads Record attendance.
    • If it has already passed, the button reads Update attendance.
  3. Click the button to open the attendance screen.

You can also reach attendance from the Calendar: click any service or event, then choose Attendance.

:::tip No entries yet? If you haven't recorded attendance before, the dashboard will show an empty state. It fills in automatically after you record your first session. :::

Step 2 — Mark people present​

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 present or absent: Click their name or row in the list. Their status toggles immediately — you'll see them move between present and absent.

To add someone not on the list: Use the search bar at the top of the roster. Start typing a name, select the person from the results, and they will be added and marked present.

Checked-in people always stay visible

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:

FilterWho it shows
MembersPeople with Member status
AttendeesRegular attendees who are not yet members
VisitorsFirst-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 → Services), 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.

  1. In the headcount panel at the top, find the Total present (optional) field.
  2. Enter the total number of people physically in the room.
  3. 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. From the Attendance dashboard, find the past service and click Update attendance. 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 → Services. 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 → Services or by asking your Passport administrator.

Next steps​