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TOPIC: NEW FEATURE - Meeting Attendance Reporting/Tracking

NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60175

  • SteveTheTechie
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Ok, we have been discussing this new feature in a separate thread--thanks to all who contributed their insights and thoughts on this.

The *initial*, bare-bones roll-out of this feature is now *live*. There are about 3 revisions planned for this in the next few weeks, so please patient. I have not forgotten notifications or reports for this. I just need to implement another new feature that will also get covered in notifications and reports. (more on that soon)
I am going to do several posts to this thread to explain this new functionality...
First, here are the key functional "behaviors" of this piece:

1. Member takes a role... his/her attendance is automatically set to Yes for the meeting. This is also reflected on the Attendance tab in the agenda editor.
2. Member drops a role... his/her attendance setting is *not* changed. (they may still attend the meeting)
3. Member sets attendance for a meeting to "No"... Attendance tab is updated AND all roles that the member were assigned to are automatically dropped. Also member is disabled in drop-downs in the agenda editor tab.

NOTE: No notification emails are sent for this (yet)... I have not sorted out the updated integration of Notification emails... it is a bit tricky. For example, I would ideally send one notification email that mentions a non-attendance and every resulting dropped role, but currently notifications can only handle one action. This is the problem.
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60176

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So... below is the new thing a member sees when they log in and access the meeting agendas... This is only shown for a member login... if only logged in as admin you will not see this. (not relevant)

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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60177

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Here is the master attendance record tab in the agenda editor. Attendance for all members for a particular meeting can be managed here.

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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60178

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There is a tool tip added to the agenda editor drop downs as a reminder why certain people may be disabled in the drop-down.

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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60179

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Members are disabled in the drop-down if they have indicated that they are not attending a particular meeting. I am disabled for this meeting.

Steve James, ACG, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60180

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Again, keep in mind that reporting and notifications will be addressed in another revision. (please be patient) B)
Steve James, ACG, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60189

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Steve, this is a great start. I have tried the feature and like it very much and I think many of my colleagues in other clubs will also like it. There maybe is a bug I have noticed.... I had signed up for roles to the end of January in my club but noticed that on two occasions my attendance was not automatically recorded. Not a big deal-early stage of implementation---I am sure you will iron it out. Thanks very much for your work.

Ralston Maloney
2976
Club President
Ralston Maloney Club# 2976
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60190

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ramalone wrote:
There maybe is a bug I have noticed.... I had signed up for roles to the end of January in my club but noticed that on two occasions my attendance was not automatically recorded. Not a big deal-early stage of implementation---I am sure you will iron it out.

Can you please give me the exact steps to reproduce this issue on your website so that I can get it resolved?
Much thanks!
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60197

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Steve

I think I have figured it out. Last week prior to you implementing this change I had signed up for roles to the end of January. On those occasions the system did not record me as attending, which is expected - the system doesnt backdate after the fact. However if I sign up for roles since implementation it works. So in fact there is no bug as I had thought. Sorry for the misinformation and thanks again.

Ralston Maloney
Club # 02976
Ralston Maloney Club# 2976
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60198

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Ok, well I am considering maybe running a query to mark people as attending in the past if they had a meeting role in past meetings. Not really guaranteed to be accurate, but it is the best I could do, I think.

If people want me to do this, I encourage posting in favor of this in this thread.
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60203

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Something just came to mind. Since we really have not tracked club membership over time, we really do not know who the club members were at past meetings. We can only guess based on who took meeting roles, but that is not really accurate.

However, the attendance master list function always uses the current membership as its basis. This is a problem for past meetings. I will need to fix that to only use the current membership for current and future meetings.

I also need to put a disclaimer note in about the implementation date so that people do not assume past attendance information is accurate.

I am not sure how to address fixing past meeting attendance information for people who did not take a meeting role in past meetings. :?
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60268

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bump
Steve James, ACG, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60272

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Only count from implmentation date going forward, if they have manual information they can include manually to any reports they manually make.

Like the Agenda they Attendance will only be as accurate at the keep of the attendance makes it.
Thank you

Brian McDonald DTM
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Cataraqui Valley Toastmasters
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Club #9560

District Director District 61 for 2016-2017
Serving Eastern Ontario, Quebec, and Northern New York
www.tm61.org
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60273

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Brian wrote:
Only count from implmentation date going forward, if they have manual information they can include manually to any reports they manually make.

Like the Agenda they Attendance will only be as accurate at the keep of the attendance makes it.

The key insight is what should happen differently for what is past vs future information. For the future, we can use current membership as the basis for the "master" attendance record. If we get new members a few meetings into the future, then the new members are just added automatically to the attendance tracking.

However, for past attendance, using current membership as the basis would not really be appropriate. It is not just a matter of the implementation date--this difference in past vs future information must be addressed in code, as we may need the ability to go back a few meetings to edit/reconcile attendance. (as we move forward)
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60277

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My suggestion would be:
For any past agendas (dated prior to implementation date), set attendance for all members as "uncertain" (but allow editing)
For any future agendas created prior to implementation date, set attendance for existing assigned roles as "yes". Note - this will mark members who are signed up as "Sorry I can't make it to this meeting" (using the previous workaround) as attending. This is something that clubs will have to adjust to.
Any changes to existing agendas (past or future) should apply the new attendance logic.

Will new members show up on past attendance lists?

I would like to see attendance records maintained for former members as well as current members, not only for current members.
Pam Holley, ACB, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60343

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Steve and team, this is a great new feature. We really appreciate your efforts to make FTH more useful for those of us who continue to use it for our club website and meeting management tool. (There's a big push in my district to go to EasySpeak, but I resist. :) )

Anyway, one question: I know that the ADMIN can access the meeting agenda details and therefore edit the Attendance record. Who else can do so? The Toastmaster of the Day? The VPE?

Let me know so that I can inform my club on more of the process.

Thanks again,

Tonia Norman, DTM
Webmaster and Treasurer
TxDOT Toastmasters
txdot.toastmastersclubs.org
Tonia Norman, DTM, PDG
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TxDOT Toastmasters Club 9325
txdot.toastmastersclubs.org
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 2 weeks ago #60344

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Tonia,

Anyone that has agenda editing privileges can access the master meeting attendance information. Those privileges are granted in one of the following ways:

1. Admin login
2. Set the Agenda Creator access in Access Settings of Admin Console -- defaults to VPE.
3. Set specific roles in the agenda to have editing rights -- typically you would do this for the TM or other key meeting roles.

These days, editing rights are explicitly assigned. As i have transitioned the system to more of an explicit access model, my intention has been to do so with a minimum of disruption. This means creating defaults that keep the system working as before and also I have updated the database via queries where necessary to ensure a minimum of disruption... For example, I ran a query about a month ago to explicitly set all the Toastmasters as agenda editors. Moving forward, the Toastmaster is not an agenda editor for agendas ***created from scratch*** unless you explicitly set that. (However, if you create an agenda from an old agenda or template, those role settings will also get copied.)
Steve James, ACG, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 1 week ago #60365

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Ok, I have added the ability to more easily edit the Attendance Record for past meetings. To do this, you needed the ability to add people to the attendance record who may no longer be members (now former members), and you needed an ability to remove people from the record who were there erroneously (maybe just got moved to former members later that should have).

I have not added this in for past meetings... see the following... it is still the attendance record, but with a couple new things for past meetings: (note the highlighted stuff)


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NEW FEATURE - Meeting Attendance Reporting/Tracking 4 months 1 week ago #60366

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In this example, Glenn Hadley is marked as a former member, and I am not supporting sending emails to former members for attendance purposes. (hence the red circle w/ slash over the email envelope)

In this example, Pam Holley has been added to the list, but not yet saved to the server. This is how you know you need to click Save.
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NEW FEATURE - Meeting Attendance Reporting/Tracking 3 months 3 weeks ago #60999

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Ok, I am still tinkering with this a bit... ;) I have tweaked the code so that the "Are you planning to attend this meeting?" prompt does not show up for past meetings. It is not meaningful for past meetings, and actual attendance for past meetings should really only be adjusted by the VPE (or other agenda creators), TM, or admin using the Attendance tab of the Agenda editor.
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NEW FEATURE - Meeting Attendance Reporting/Tracking 3 months 2 weeks ago #61116

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Hi Steve,

I've been a FTH webmaster for several years now, but haven't really had many issues.

The new attendance feature is an *excellent* idea. I've been keeping track of attendance off line for a couple of years now. This feature will be an excellent addition to the FTH site

As to the current "Attendance" tab and past meetings.

The "Uncertain" feature is a nice touch. Good old explicit three-state logic. ;)

I understand your concerns about past meetings and trying to adjust for a changing member roster. However, showing past meeting attendance with *only* the confirmed roles makes adjusting the attendance roles after the meeting very cumbersome. Not everyone bothers to click the "Are you attending?" tag. Having to add each current member individually from the drop down is very time consuming.

I would recommend defaulting the list to the current member roster, where everyone is "Uncertain" by default, plus anyone who was certainly "Yes" or "No". That would make adjusting current (or recent) attendance much, much easier; just a set of button clicks. With the existence of the drop-down for other people, that should really help.

Over time, as members become former members, the "default" list will change, but the "certain" members will remain.

I might also suggest expanding the drop-down option to include visitors/guests. Not only could you track members, it would also make it easier to track prospective members, so you know who to follow up with. That would be really cool.

The downside of that is that the drop-down list could get really really long. With just the Members and "Former Members", our list is almost three screens long as it is. Adding guests would make it that much worse. Maybe a separate drop-down? A parallel but similar process for tracking guests? Having this functionality makes me see the possibilities, and want more.

As to reporting, a spreadsheet would be nice. Unlike the role summary, I would suggest putting the members across the top, and the dates on the vertical axis, assuming that the number of meetings will grow indefinitely. My offline spreadsheet with people down the side is getting really, really wide. Or if you want to get fancy, a button-click to transpose it. Then, of course, you want to sum across both rows and columns for the dates of interest. Oh, yeah. Be able to select the date range. (Natch)

As with the current Attendance Record, I would suggest some kind of member-control feature for the report. Perhaps a couple of the groups: Current Members, Current+Former, etc.

As with the role reports, I would suggest two kinds: a per-person attendance record (what meetings did person "X" attend), and a per-meeting attendance record (who attended meeting "Y"). For the meeting attendance record, a summary might be nice as well, just showing the attendance totals. Certainly this would be invaluable for the VPM to follow up with those who have been tapering off.

But again, with limited time and resources, a spreadsheet would offer the most flexibility with the least amount of coding on your side (presumably). It depends on how fancy you want to get, and what other projects need your attention.

Finally, you might want to add a little disclaimer at the bottom right of the "Attendance" tab (or elsewhere) indicating that this is still a work-in-progress. I kept looking all over for the "Attendance" report, until I finally gave up and came here. :-)

Thanks so much for all your work.
Scott Fraser
Club #2931
www.universitytm.org
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NEW FEATURE - Meeting Attendance Reporting/Tracking 3 months 1 week ago #61286

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Hi, everyone,

I love this idea about including Guest in Meeting's attendance record.

The reason is because we received a lot of guests (new guests or returning past members coming as guests).
I believe this is a familiar situation to other clubs too?

I think logically TT attendance would apply to past meeting record (not future meeting).

And in consequence, this means VP Membership shall add them onto the Console first, so that TTM of that day would be able to record their attendance as Table Topic Speaker.

It would be great if this attendance functionality being made available also for all type of Guests.
Considering that "Guests" in our case could be new guests, or Past Members coming back as guests.

If Past Members can be included onto TTM attendance record, (and retaining their record in Console under "Past member" group), that would be great.
There is a potential conflict there if we move Past Member from Group "Past Member" onto "Guest" group, just to record their attendance as Guest in Table Topic.

Can we work this out, one way or another, with Free Toast Host?
Many thanks in advance.
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NEW FEATURE - Meeting Attendance Reporting/Tracking 1 month 1 week ago #62717

  • dhkendall
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Thanks for this feature! We've just been keeping an excel spreadsheet where the VP Membership records who has been to meetings and not.

However, the advantage to the spreadsheet is that we can look back, we can see if a certain member hasn't been coming out lately and contact them.

Is there a way to get a report of the attendance? If so I think we may have a substitute for the Excel spreadsheet!
David Kendall, DTM

Webmaster, Vital Words Toastmasters Club 2375
Winnipeg, Manitoba
www.vitalwords.ca
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NEW FEATURE - Meeting Attendance Reporting/Tracking 1 month 1 week ago #62718

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The report is on my to-do list... I will be doing another pass on the reports after I work on the agenda printout... Stay tuned!
Steve James, ACG, ALB
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NEW FEATURE - Meeting Attendance Reporting/Tracking 1 week 2 days ago #63148

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I just wanted to give my support of having a report of attendance. Any update on timing?
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