Sanctumel Departments

The attendance sheet went round three times. Half the names are missing.

Your teams scan a QR at the start of the meeting: the list fills up live, with the time. The week's report opens already filled, and whoever misses three times in a row is flagged while there is still time to call them.

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The leader's screenprojected, or shown on their phone
Check-in running
45 s
The code changes every 45 seconds: a screenshot is useless.
Present, live0 of 5
Waiting for the first scan…
The member's phoneno account, no app
no account, no app
Scan the QR
The camera is enough. The page opens in the phone's language.

The 45-second rotation, the account-free scan, the display limited to first name and initial, and the pre-filled report all exist as shown. The people and times are examples.

Check-in

Nobody fills an attendance sheet from memory any more

The sheet goes round during the meeting, two people forget to sign, a third signs for their neighbour, and on Sunday evening the secretary reconstructs the whole thing from memory. The figures that reach the pastor are, at best, approximate.

A code that expires in 45 seconds
The QR changes every 45 seconds. Sending a screenshot to someone who did not come is pointless: that is what separates a check-in from a form.
The member installs nothing
The camera, the first letters of their name, and it is done. No account to create, no app, and the page opens in their phone's language.
And whoever has no phone
The leader checks them in with one button on their row. The source stays traced: scan and time, manual entry, or rota import.
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Drifting away

Someone drifts away, and nobody notices in time

That is how people are lost: not all at once, but through successive absences nobody connects. Three weeks later somebody asks "have we not seen him lately?", and he is already gone. Attendance tracking is worthless if it does not trigger a phone call.

Three absences, and the alert fires
A member absent without justification on three consecutive reports is flagged as drifting - on the department card, in the hub, and in the pastoral view.
The attendance matrix
Members in rows, weeks in columns: green present, orange excused, red absent, grey not checked in. Each person's rate reads at the end of their row.
One view for the whole church
The departments-by-weeks grid, the trend over eight reports, and alerts that open the department concerned in one click: late report, department without a leader, attendance falling.
The report

The Sunday evening chore, already half done

Every week, attendance, figures and a write-up have to be typed in again. That chore is what makes every tracking tool get abandoned after two months, not a lack of features.

It arrives pre-filled
Attendance is already in it, with its source. All that is left is the meeting theme and the few figures specific to the department.
Draft, submitted, approved
The secretary checks and submits, the pastor adds a note and approves. The monthly summary prints as a PDF on the church letterhead.
The org chart keeps itself current
Leader, deputy, secretary and members: naming someone updates the org chart and the access. Departments also link to the rota, Sunday school and inventory.

What Departments does, and what we will not do.

An attendance tool touches something sensitive. Better to say straight away where ours stops.

What Departments does
  • Rotating QR check-in, with no account or app for the member, and manual check-in for those without a phone
  • The pre-filled weekly report, its draft-submitted-approved cycle, the pastoral note and the monthly PDF summary
  • Attendance per member and per department, drifting alerts and the pastor's cross-church view
  • Roles, an org chart that updates itself, and links to the rota, Sunday school and inventory
What we will not do
  • Track where your members are: we record attendance at a meeting, never a location, never a movement
  • Score people: attendance is there to spot who needs a call, not to rank a team
  • Show the full list of names on a projected screen: check-in only shows first name and initial

Try it on a single meeting.

Create a department, start a check-in, let the team scan. By the end of the meeting, the week's report will already be written.

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