Finding People Who Have Missed Events

Event Alerts allow you to be notified when someone does not check into an event for a certain number of times. Easily, create an email alert to notify you or someone else if a person has missed a certain number of times.

Setting up Alerts

  1. Select the "Events" tab from the top right.
  2. Click the event for which you'd like to set up an alert.
  3. Click the "View Details" button.
  4. Click the "Alerts" link on the left.
  5. Click "Add Alert." You can specify who the alert goes to as well as what people the alert should be associated with. If you only want the person to be alerted if a certain group of people miss the event (e.g. alerting the leader of a small group), simply set the alert to match the tag of the small group.

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How Alerts Work

When you set up an alert, the recipient of the email will receive an alert for each week a person is missing from an event for that period of weeks.

If you choose for the alert to notify you between 5-8 events, the recipient of the email will receive an email each time an individual misses from events 5-8.  If they miss 3 events, then attend one, the count starts over.  After they miss more than 8 events, the email notifications will no longer come for that individual. 

Things to know about Alerts

"Alerts" will only appear on recurring events.

If you manually enter attendance the day after an event, every person will appear as "unattended" for the event until attendance is added.  Because of this, if you have an alert set up at 3 times, for instance, and a person missed 2 events, but attended the one whose attendance hasn't been entered yet, an alert will still go out for that individual.

All event notifications go out automatically the day after the event at 8 am EST. It is intended to work alongside the use of our online event Check In.

To make the Alerts feature work based on manual attendance recording methods (after the event is over), we recommend setting up the alert to notify you when someone has missed a larger number of events. 

So for example, if you want an alert for individuals who miss 3-6 events, you'll need to set the alert for 4-7 events, as it will then only trigger an email for the individuals that have not been logged manually as having attended, during that following week.

While we recognize that this isn't ideal, as it triggers an email almost a week later, it safeguards against false-positive emails and allows you to continue to manually log the attendance as you see fit.

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Comments

16 comments
  • Tried to set up an alert for a specific tag, "regular attenders" who missed an event.  However, it only gave us one choice, "in an event".  There was no option for "in a tag".  Any suggestions?

     

    Thanks,

    Barb

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  • Hey, @bgarich (Barb) this means that you probably have the Event Check In Eligibility in your event set to "Everyone", rather than specific tags. If you update the Event Check-In Eligibility you will see a tag option under the alert. Here is how you can edit the check-in eligibility: 

    1. Select the "Events" tab from the top right.
    2. Click the event you'd like to edit.
    3. Click "Edit Event Settings" on the bottom left
    4. On the right side, change the dropdown for "Select who can check into this event" to whatever you desire (options include: Everyone, Specific Tags, Form Respondents, No One).
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  • If I have the event set just for tags, then we are not able to check in visitors for services for attendance.  Is there a way to have the option when setting up an alert to choose either "in an event" OR "in a tag"?  This option would help greatly as right now it just lists "in an event" twice.

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  • Hey @bgarich, 

    That's a great question!  You have several options in this case.  You can check in a visitor by adding them into the tag with the "+" side on the top right-hand side of the check-in screen.  You can also, include a tag for the event that's exclusive to visitors.  And, another option is to have two or more check-ins open at the same time in different tabs of your browser window.

    Here's an article you may find helpful:
    Adding Visitors in Breeze

    I hope this helps!

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  • Is there a way to NOT get an alert unless the criteria is true.  Currently it sends an alert saying No One Met the Criteria.  I would like the alert only when the criteria is met.

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  • @rwpc42 unfortunately, this is an all or nothing feature. I apologize for any frustration this may cause. By design, it was created to help make sure people do not fall through the cracks. The email triggers every week if people meet the criteria or not, as it helps to let churches know that there are people to follow up with, or there is no one to follow up with that week.  Again, I am sorry that at this time there is no way to only get emails if the criteria is true. 

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  • Thanks for your response.

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  • Wondering if there is a way to be notified if the opposite of this is true... such as "this person has attended 3 events!" as a way to be notified when a one time visitor has actually returned three times. We like to know when a visitor has started coming regularly and I have not been able to figure out the best way to do this, other than manually going back through the list every week, and trying to remember who was new/ visiting and how many times they have attended. Thank you!

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  • @claire

    Thanks for reaching out to the forum! The easiest way for you to see this information is by using the event overview section and scroll down to "new attenders". Here you will see information for visitors who have come for the first, second, third, fourth, and five or more times. 

    These numbers represent Unique attendance from the creation of the event! From here, using the Attended/Missed Filters in the Reporting would be the next most useful tool. 

    I hope this helps!

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  • I love the alert feature, but find 8 am EST a bit early to run the alert.  We do a bit of cleanup on our attendance after the event, but don't want to wait a whole week--(your directions on Manual attendance) for an alert.  If you just waited till noon or if you let a time be set for the alert run, then the church admin could come in and clean up Monday morning vice cleanup having to be done on Sunday.  

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  • @techsupport That's a great suggestion you have! At this time we are unable to take feature requests on this platform, however, we would love for you to submit this as a feature request.

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  • We have two worship services on Sunday morning and need to keep these worship services as two separate events, especially for purposes of reporting attendance to our denomination. However, some people sometimes go to one service one week and then the other another week. Unfortunately, that means when we get the alert for one service we get a lot of names of people who were there, but they were just at the other service. It would be nice to have a feature where we could do the alerts for the two events combined. It would also be nice to be able to use the Missed events report on multiple events. 

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  • I agree with @debra, we have the same issues with multiple worship services

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  • @debra @claire

    Thanks so much for the Feedback concerning Alert Emails in Events! This functionality doesn't exist now, but your feedback could contribute to it's implementation in the future. Here's a link to submit your suggestion as a feature request! Submitting Feature Requests

    Please let us know how we can continue to serve you!

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  • I have sent up alerts for our leadership, however, I'm curious as to what date the alerts look back to.  For example, if it set an alert for people missing from an event from 5-40 events, does it look at the first date of the recurring event or does it look back from the date the alert is added to the event. So if I created the event Jan 1, 2019 but I set the alert up Jan 25, 2020 does it look back to Jan 1, 2019 to count the missed events or Jan 25, 2020 the day I set the alert up?

    Thanks

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  • @Bettywhite

    Hello! It was great being able to speak with you on the phone about this. If you have any additional questions, please don't hesitate to let us know! 

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