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Comments (8)
We've had the same concern. We haven't deleted any of the groups so far, just made them inactive. We've also created an attribute for small groups where we can leave a note in someone's record about the group they were in previously including the start and end dates. We've used this more for someone who's joined and left a long term group. The problem we're finding with this method is 1) we have to look in two locations of their files to find out info and 2) the number of groups we have on file is quickly adding up.
Currently, attendance is only available through Groups 1.0. This method requires that you create an activity structure through the Ministry menu. Each room, location, class (RLC) in the structure is a small group. Attendance is posted through Check-in, Post Attendance, or WebLink's Small Group Manager. You will not be able to delete any group that has attendance posted to it - a message will appear saying that the RLC cannot be deleted and would you like to deactivate it instead. You can always inactivate any RLC where the group has stopped meeting. Simply edit the RLC and clear the check box.
Shortly, Groups 2.0 will begin allowing group leaders to take attendance. This will (at the outset) be something that is done through the InFellowship congregational portal by the group leader. Enhancements and development is still being completed on this new solution. When we have more information, we will provide details on how groups who are no longer meeting can be deactivated.
We are using Groups 2.0. We record attendance through "Post Attendance" area that was set up with Groups 1.0. Using the 2.0 navigation, we wanted to delete a group, but didn't want to lose the attendance we post monthly. Am I correct that we cannot delete a group and retain the attendance at this time?
Yes, at this time deleting an RLC will delete attendance records. We recommend instead making them inactive. However, you cannot in Fellowship one delete an RLC when assignments or attendance is associated with them. So I would not be too concerned with accidentally deleting them. I hope this helps. Have a blessed day!
We agree that this is needed in teh Groups format. We are finding that when you delete a group, the attendnace also disappears. We have groups that only meet 4 times a year for Christmas but will meet again next year. It would be nice to inactivate them and not have to sift through them all year long.
Is there a way to remove a person from a group but not delete their history of being in the group? (i.e. attendance, assignment, etc) We have people that 'roll off' of some of our groups but we want to be able to see that they were once a part of that activity in the past. What is the best way to set this up?
We don't want to make the group inactive (since it still meets) but it has a different set of members. And we need the history of participation to be available on the individual's record. Most of the time the entire group doesn't come off at the same time/date. It is typically only one or two people at a time.
We have the same question as Tracy. Need to know how to retain attendance history when we remove someone from a group.
Also, how do we retain attendance history for everyone in a group if the group no longer meets. If we delete the group does it delete the attendance? We want to keep the history but we don't want it to appear that they are still an 'active' member of the group when we look at their profile on the staff portal side.
Another question is - if we create a group in 2.0 for a one time event/acitivity, i.e. 2012 Make A Difference Day Volunteer Team. Once the event is over in October we don't want to keep the group active because the following year it will be a different group of people. We will take 'attendance' so we have a record of who participated - but how do we keep this as a part of their permanent record when we no longer need the group? We are trying to avoid using attributes for this but maybe this is the best way? Any suggestions? We are trying to figure out the best most consistent way to record a person's involvement in ministry - both current and past.