A particularly handy thing that can be done with Church360° Forms is to have respondents report their own attendance at an event. You can then use the forms to create attendance records.
To do this:
Create a New Form
- Click the Forms
icon.
- Select Add Form at the top of the page.
- In the New Form dialog, enter a name for the form and click Create.
You will be taken to the Edit Form view. The form name is automatically populated in the header section.
Configure Form Header
In the header section, select the edit pencil icon to configure additional settings:
-
Name
You can change the form name here. -
Description
Provide details about the purpose of the form. -
Expiration Date
Set a date to stop accepting responses.- If you are tying the form to one specific event, you may want to expire the form once the event has happened.
- If you are tying the form to a calendar to allow perpetual answers for any event on that calendar, leave this blank.
-
Connection
For this purpose, you'll want to use the Connect to dropdown to associate the form with a Calendar or Event. In either case, make sure any events you want respondents to be able to select have the "Attendance taken" box checked.-
Event: Used with one specific event on a particular day.
- If you make this selection, you will then click "Select Event".
- Then using the calendar and list as necessary, highlight the event in question and click Update to tie the form to the event.
-
Calendar: Used to record attendance for any event assigned to that calendar.
- If you make this selection, you will see a second dropdown appear.
- Click the second dropdown and select the calendar you wish to connect to the form.
-
Event: Used with one specific event on a particular day.
Click Save after making changes.
Add Fields
If you connect the form to a specific Event, Two fields will be added by default:
- Name
- Contact Information
If you connect it to a Calendar, there will be 3 default fields:
- Name
- Contact Information
- Selected Event
You can add additional fields as desired. If you choose to add more fields:
- Click Add Field.
- Select the field type from the options shown.
- Set a Label (for the response data) and a Prompt (so the respondent knows what data to enter).
- If you want to require a response to the field in order to complete the form, check the "Required?" box.
- If you want a particular field to be for internal use instead of for the respondent, check the "Internal use?" box.
- Once you've added all the fields, you may want to rearrange the order of the fields on the form. To do this, use the arrows to the far right of each field's entry to move it up or down until everything is in the order you need.
- Once you've added and arranged all the fields as desired, click Save.
You can now click "Back to form" and copy the link to share so people can access and fill out the form.
To use the form responses to create attendance records in Church360°:
Viewing the Form and Resulting Data
- Click the Forms
- Find the form you wish to view in the list, and click the > arrow in the Actions column to open it.
- Here you will see a graph showing submission rates as well as details of those who have responded, and the data they provided.
Using the Data
Below the graph are the actions you can take with the form's response data.
Note: For Forms connected to a calendar, you'll need to click the > button next to the Event (listed by name, date, and time) before you'll see the options. For forms connected to an Event, the options will show on the main view of the Form in question.
Link Names
Under responses, use this option to link respondents to existing Person records in Church360° if they have them.
Posting Attendance
Once the names are linked, If the form is connected to an Event or Calendar, you will have a Post Attendance option to record attendance for the respondents. Once attendance has been posted, that same option will change to "View Attendance", and you'll be able to click there to see the attendance that was recorded previously.