TOPIC:

#1399 SSTM
Hi, is there a way for members to see who has responded 'yes' to attending a future club meeting? Maybe as well as 'no'? We are moving the club to fully using the Club Calendar/templates for meeting role sign-up and backfilling but can't find out how the member will see who has responded yes to attending the meeting to backfill their role.

Urgent response is appreciated! (speaking on this tomorrow!! lol) Many thanks!!
Carol

Yes, anyone with 3dit access can see 5he attendance tab in the Agenda. If your members sign up or change their attendance.

Hi Brian, so if we have not given our members the ability to edit the meeting agenda then they will not be able to see who has responded they will attend? (We don't want them to change the template or make new meetings - that is our Secretary's responsibility) Am I hearing your correctly?

We require our members to be self-sufficient and backfill their roles should they not be able to fulfil them. But also want them to not call/bother those that have already notified the club they will not be attending the meeting.

Can you recommend how we are able to do this? Or, maybe it is not a possibility ... yet

Regards,
Carol

There is a meeting attendance report that is available from the meeting reports. They can always look at that.

Additionally, if you email out agendas, there is an option to include who is attending / not attending at the bottom of the agenda.

I recommend emailing out the agendas and using the attendance features along with the response links option to simplify your members taking / dropping roles and knowing who is attending.

I did consider making various members planned attendance more visible when I implemented the functionality. However, unlike your club, I imagined that in some clubs a members planned *absence* could become a contentious matter, so that is why you need to dig a bit to get this information. I have to design and implement these things in such a way that I can believe it will address a wide variety of situations in a wide variety of clubs.

4664 Plaza KC
Thank you for all you do with the site! I love that it is always improving. I have the same issue that Carol mentioned above. I like that I can include "Not Attending" with the email or the printed agenda, and that the Attendance tab is available to those with edit access. But having it visible on the agenda itself would be the only way for all members to have access to it in real time.

Maybe it could be optionally visible, as I understand your reasoning for not including it. We're still using "Absent" as a role you can sign up for, for the instant visibility of it, but that comes with its own issues. Again, thank you for everything!

kerint wrote:

4664 Plaza KC
Thank you for all you do with the site! I love that it is always improving. I have the same issue that Carol mentioned above. I like that I can include "Not Attending" with the email or the printed agenda, and that the Attendance tab is available to those with edit access. But having it visible on the agenda itself would be the only way for all members to have access to it in real time.

Maybe it could be optionally visible, as I understand your reasoning for not including it. We're still using "Absent" as a role you can sign up for, for the instant visibility of it, but that comes with its own issues. Again, thank you for everything!

If I did it as an option, where would you suggest I put the attendance list for members to see? I had thought of maybe making it a tool tip that showed up when you hovered over the member's attendance drop-down. Any thoughts?

Hi Steve, thanks for asking! We use it directly in the Meeting Agenda to find substitutes and role fillers. Possibly at the top of the agenda. This would put it right up front and no need to print out and waste paper.
Attendance
Yes: <names>
No: <names>
Uncertain: <names>

Thanks Steve! Carol
SSTM #1399

Thanks for your reply! I had pictured it between the actual agenda and the meeting notes section. Ideally for me it would be a copy-paste-able list of absentees (rather than something hidden in a dropdown), just as it is on the bottom of the printable agenda:

Attending: Name, Name, Name
Not Attending: Name, Name, Name

I was thinking it would be be nice if "Attending" included only those who don't have a role, i.e., aren't listed above in the agenda. "Attending, no role assigned." So members know at a glance whom to contact if they need a substitute.

Even better if we could add the Not Attending list to the Multiple Meeting Sign-Up Sheet. That's also why we've kept "Absent" as a role to sign up for, so we can see at a glance during the meeting that we shouldn't bother Jeff, Jen, and Bill about taking a role next meeting.

I suppose if Bill thought his upcoming absence might be contentious, he could choose to keep his status as "uncertain." But I know all clubs are different. Thank you for considering this stuff! I really appreciate it, and so does my club.

Good point about including "Uncertain," Carol. That would help me too. I added my own reply to this thread, but I like your idea of it appearing above the agenda even better than below. Thanks!

Ok, let me "chew" on this a while. This is not really on my "radar" at the moment (talk is cheap, actions take time and effort), and I have plenty of things I am focused on, so please be patient. Thx for your input.

I can certainly understand that! Thank you for brainstorming with us!

Thank you as well! Completely understand Steve.

Kerint, Uncertain is the default when the member has not gone in and responded their attendance. So to see who has not responded is good to know.