MSP Scheduling Tip: Increase accountability through tracking attendance

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MSP offers the ability to track attendance and participation. By tracking attendance with MSP, you can easily generate reports and send personalized emails thanking people when they fill in or letting no-shows know they were missed. And if your ministers use the Web Terminal, you can even display their attendance record online for them to see. Tracking attendance increases accountability, lets your volunteers know that their service is important, and helps you avoid scheduling people that repeatedly don't show up.

Step by step: In the Plus Edition, use the Sign-In Kiosk to track attendance with MSP and send emails to ministers who didn't show up

  1. Using the MSP Kiosk, have volunteers sign in as they arrive to serve. Here, volunteers can sign in, fill unfilled positions, or sub for someone who did not show up. Best of all, this data is automatically entered in to the schedule!
  2. Go to the Emailer pane in MSP.
  3. Click on the Token menu and go to the section for "Assigned Positions". Select the token for {{NoShows}} (multi line list). This token will be replaced with the date, time, and ministry in which a minister was scheduled to serve but failed to show up. When you insert the token, a dialog box will pop-up where you can specify the date range over which you want to report no shows.


Step by step: Manually tracking attendance with MSP to send emails to ministers who didn't show up

  1. Open the schedule inside MSP that covers the previous weekend. Locate the positions on the schedule where a last-minute substitution was made, or a volunteer did not show up. (Note: MSP has the ability to print sign-in sheets, which can be helpful in tracking which volunteers don't show up over the course of each weekend.)
  2. If a minister did not show up and the spot went unfilled, you can right-click on the name and choose "flag as did not show up" or click on the red flag at the top of the scheduling window. If a substitution was made, right-click on the minister's name who didn't show up and select "Make a swap" or highlight the minister's name and click the icon with the green arrow located at the top of the scheduling window. From the list that appears, choose the name of the minister who filled in. They will be added to the schedule and flagged as "Extra (No show)". This indicates the original minister was the "no show" and they were the "extra". When done, go to File menu and select Save.
  3. Go to the Emailer pane in MSP.
  4. Click on the Token menu and go to the section for "Assigned Positions". Select the token for {{NoShows}} (multi line list). This token will be replaced with the date, time, and ministry in which a minister was scheduled to serve but failed to show up. When you insert the token, a dialog box will pop-up where you can specify the date range over which you want to report no shows.


BONUS: You can also use these tokens on the Web Terminal so ministers can see their attendance whenever they login!

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