Attendance tracking fields

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The attendance tracking fields in MSP can be used to generate reports about your volunteers' scheduled services, no shows, any swaps they've made, and any extra positions they volunteered for.

These fields can be added to any reports generated by the Rosterizer by going to the Included Fields section of the Rosterizer, unchecking "Show common fields only" under the "Available fields:" list, then selecting the fields you wish to add one at a time and clicking the "Add >>" button.

Options for these fields can be configured by clicking the "Field options..." button found on the Included Fields screen. 

Fields that list positions

  • Scheduled services will output a semicolon-separated list of positions in the current Live schedule(s) for which a given volunteer has been assigned, and may optionally be further limited to the positions in a particular ministry, service time, or date range. If a volunteer is not scheduled for any positions that pass the criteria you specify, “No scheduled times.” is displayed.
  • No shows will output a semicolon-separated list of positions in the current Live schedule(s) for which a given volunteer has been flagged as not showing up. You may optionally further limit the date range for the included no shows. 
  • Swaps made will output a semicolon-separated list of positions in the current Live schedule(s) for which a given volunteer was scheduled but another volunteer filled in as a substitute or participated in a trade with another volunteer.
  • Extras will output a semicolon-separated list of those positions in the current Live schedule(s) that have been flagged as Extra services for a given volunteer, either by accepting a sub request or being marked as an extra by an administrator or Ministry Leader. You may optionally further limit the date range for the included extras.

Fields that count positions

For the following fields, you will want to be sure to set the date range for this field to the desired values in the Field Options window before creating the roster. If no date is specified, this field will output the number of times a given volunteer was assigned to a service in all of your saved schedules, whether they are Live or not.

  • Scheduled services count will output the number of times in a specified date range that a given volunteer is currently scheduled, and may optionally be set up to display the number of times they have been scheduled in each ministry separately. 
  • No shows count will output the number of times in a specified date range that a given volunteer has been flagged as not showing up. 
  • Swaps made count will output the number of times in a specified date range that a service originally assigned to a given volunteer was swapped out because the volunteer requested a substitute or participated in a trade with another volunteer. 
  • Extras count will output the number of times in a specified date range a given volunteer has been flagged with an extra service (a service for which a volunteer has accepted a sub request or filled in for an unfilled position). 

Helpful Formulas:

To find the original number of assignments a volunteer was placed (before any swaps/etc were made is): Scheduled Services + No Shows + Swaps Made - Extras

To find the net number of swaps made: Swaps Made - Extras 
If this number is positive, it means they are requesting a sub more often than they are filling other positions. This means they are not fulfilling their original number of assignments. If this number is negative, it means they are filling in for others, thus serving more often than their original number of assignments. 

 

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