Attendance Sheet/Sign In Sheet for Group Activities

[wilsteady]

Not sure if this is possible within the Terrain API, but when generating the Sign In Sheet and Attendance Sheet for a Group activity, it only shows youth members from the Unit you have selected. Is there a way to run this report to capture everyone from the group, not just the single Unit you select in the top drop down box?

[NomisNostab]

@wilsteady, @CrispyCamper
Would you prefer one list with all names or a sheet for each unit?
My tendency would be for a page per unit, easier for kids to find their names. But then that would be a bugger to enter attendance :-(. So maybe one list for everyone.
Thoughts?

[CrispyCamper]

I've actually been working on some mockups for sign in sheets that I was going to propose to you at some point.

I realise everybody has different needs and use cases, but what I've come up with would be ideal for me personally, and I think would suit the majority of people.

• I had to rotate it to landscape to get everything on at a readable size, but since there's currently a lot of wasted space on the current reports, I think most sections should still fit on one page. Only for group ones would I expect multiple pages be needed.

• I've split the columns in two. the first part is for them signing in on the night, and the last four columns are for record keeping after the fact if that make sense. So the kids (or parents) come, they put the time they came, sign in, and tick that they attended, and then at the end, they put the time they're leaving and sign out. Then later, leaders can mark who participated, assisted, or led if need be.

• I've removed the "Registered" and "Paid" columns as personally, I have never used them, and other columns were more important (to me). If members are showing in Terrain, they're naturally going to be registered, and I use this mostly for attendance keeping, so payment isn't a concern for me. (I realise it might be for others though.) On top of that, I had to make sure that long stings could fit where needed (eg. names & patrols) to prevent having multiple lines for one person.

• For the group report, I've opted for sections to be grouped together, with the members then being listed alphabetically. (But not quite a section per page, as that would make a lot of wasted paper.) Alternatively, I could live with all youth members being listed alphabetically in one big long list, and the kids then just find their name. Although in both cases, I would still like adult leaders to be listed seperately as they are currently.

It's also been suggested by my group leader that there be a couple of empty rows at the bottom for the event that a new chum comes, they can still sign in on the same sheet, but without being in Terrain. (Not reflected in my mockups.)

I apologise for the wall of text, just wanted to explain my thought processes. Here are the documents for you to see what I'm talking about. Happy to explain further if you need.

Sign in mock up section.docx
Sign in mock up group.docx

[wilsteady]

@wilsteady, @CrispyCamper
Would you prefer one list with all names or a sheet for each unit?
My tendency would be for a page per unit, easier for kids to find their names. But then that would be a bugger to enter attendance :-(. So maybe one list for everyone.
Thoughts?

I’d say leaving it as an Excel sheet makes that pretty easy, if it includes Section/Patrol. Because you can sort to follow section then name, and post event update who was present in the excel sheet, then sort by name before entering it into Terrain. I know it’s an extra step but that’s probably easiest.

[wilsteady]

I've actually been working on some mockups for sign in sheets that I was going to propose to you at some point.

I realise everybody has different needs and use cases, but what I've come up with would be ideal for me personally, and I think would suit the majority of people.

• I had to rotate it to landscape to get everything on at a readable size, but since there's currently a lot of wasted space on the current reports, I think most sections should still fit on one page. Only for group ones would I expect multiple pages be needed.
• I've split the columns in two. the first part is for them signing in on the night, and the last four columns are for record keeping after the fact if that make sense. So the kids (or parents) come, they put the time they came, sign in, and tick that they attended, and then at the end, they put the time they're leaving and sign out. Then later, leaders can mark who participated, assisted, or led if need be.
• I've removed the "Registered" and "Paid" columns as personally, I have never used them, and other columns were more important (to me). If members are showing in Terrain, they're naturally going to be registered, and I use this mostly for attendance keeping, so payment isn't a concern for me. (I realise it might be for others though.) On top of that, I had to make sure that long stings could fit where needed (eg. names & patrols) to prevent having multiple lines for one person.
• For the group report, I've opted for sections to be grouped together, with the members then being listed alphabetically. (But not quite a section per page, as that would make a lot of wasted paper.) Alternatively, I could live with all youth members being listed alphabetically in one big long list, and the kids then just find their name. Although in both cases, I would still like adult leaders to be listed seperately as they are currently.

It's also been suggested by my group leader that there be a couple of empty rows at the bottom for the event that a new chum comes, they can still sign in on the same sheet, but without being in Terrain. (Not reflected in my mockups.)

I apologise for the wall of text, just wanted to explain my thought processes. Here are the documents for you to see what I'm talking about. Happy to explain further if you need.

Sign in mock up section.docx Sign in mock up group.docx

I’d disagree with removing the Registered and Paid. I would prefer if this report format was available in Excel too, with a column for both sign in and sign out. We use Operoo for permission forms so this way we can easily download, keep a live update on lead up to event of who has RSVP’d and Paid, and then Print to use on the day for parental sign in and out.