Creating Attendance Reports

Event reports allow users to see details about who attended an event.

Getting an Overview of Attenders

To see an overview of a given event including graphs of attenders over time and first-time attenders:

  1. Select the "Events" tab from the top right.
  2. Click the event for which you'd like to see details.
  3. Click "View Details."
Users can click on a bar graph to see the people that graph consists of. Users can also add multiple events to this view and filter the people that show up by using the "View Multiple Events" and "Filter People" options near the top of this page.
If you'd like to graph more information than what you initially see, scroll to the bottom of the graphs and click to add a new graph.
If you would like to see an overview of attendance that goes beyond 1 year, you can save the graph and table for the first year to a PDF (by selecting Control or Command P and changing the destination to Save as PDF) and changing the date at the top left of the event Overview screen to the date that you would like to continue getting information for. For instance: If you need an overview of attenders for 2 years from July 15th, 2019. First choose the event on July 15th 2019 to get the graph in Overview to show a year's attendance. Then select the July date for 2018 that ended on the first overview graph to get the attendance for 2017-2018.

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Generating a List of Who Attended an Event

To see a list of people who attended a given event:

  1. Select the "Events" tab from the top right.
  2. Click the event for which you'd like to see details.
  3. Click "View Details."
  4. On the left, select "Attenders."
Non-Attenders: To view non-attenders, click "Show Not Checked In" in the upper right corner.
Grouping by Tag: If the event check-in is only eligible for certain tags, this page will have a "Group by Tag" option near the top left. If checked, the list of people will be grouped by tag. If printed, each tag will output on it's own page, making a physical copy of who is in what classroom quick and easy to generate.
Additional Filtering: If more specificity is needed, use the Table Report (below).

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Attendance Reports

To see attendance in a table format or to print out a table to check people in by paper and pen:

  1. Select the "Events" tab from the top right.
  2. Click the event for which you'd like to see details.
  3. Click "View Details."
  4. On the left select "Reports."
  5. If desired, use the search criteria at the top to fine-tune the table report to isolate the desired information.1
  6. Click "Download as Excel." 
1 The search criteria is capable of pulling in data from multiple events, filtering it by people information, grouping by tag, and more.
Note: Once a table is loaded, you can switch to a list view of the people it contains by clicking the person icon in the upper right. This allows you to email, text, export, etc the people in the results.

Multiple Events

To view information for multiple events at once:

  1. Navigate to the Table Report for one of the events you'd like to view.
  2. Using the search criteria at the top, selecting the other events and date range you'd like to include. 

Filter Report

To filter an event report based on people's information:

  1. Navigate to the Table Report for the event you'd like to view.
  2. Using the search criteria at the top, use the "People" criteria to filter the results by a specific group of people.
1 You can make the people filter visible by clicking the "More" to the right of the search criteria.
To learn more about filtering reports, view Using Attendance Report Filters.

Using Saved Reports

To save a customized report:

  1. Navigate to the Table Report for the event you'd like to view.
  2. Using the search criteria at the top, set the filter to what you would like to save.
  3. In the upper-right corner, select the down arrow to the right of the "Download as Excel" button and click "Save Report".1
  4. Give the report a name, select the date range of the report (if desired)2 and click "Save Report." 
1 You may find this under the "Load Saved Reports" dropdown.
2 The default date range of the report will be the last 28 days unless you specify a different range.
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To load a saved report:
  • Navigate to the Table Report for the event you'd like to view.
  • In the upper-right corner, select the down arrow to the right of the "Download as Excel" button and click "Load Saved Reports".1
1 Customized reports that you have saved will be visible by clicking "Show Custom Reports" on the "Load Saved Report" screen. Note that custom reports for multiple series will only be available on those specific series

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Comments

12 comments
  • Is there a way in Attendance Reports to also download the tag associated with each person? I would like to download the Excel spreadsheet of the Attendance at all Children's Ministry and have the Grade Level Tag associated with each child appear in the excel spreadsheet.

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  • Hey @sk!

    There isn't a super breezy way to get all of this information on one line but with a little manipulation in excel it's possible.

    What you are able to do within Breeze is navigate to the Event and then go to Reports. Enter your criteria and group by tags.

    After this you can download as excel. It does keep track of their attendance but places their tags at the bottom like so:

    While this may not be the ideal answer you were hoping for I do hope the information was helpful.

    Blessings! 

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  • If we archive a family, does the child's attendance data stay with the event or does it disappear

    example: Joey G attends Sunday school regularly in 2017-18, then the family moves away, so Joey only attends a few Sundays in 2018-19; we archive the family – does Joey still show up when we run future attendance reports or will attendance # be reduced by one?

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  • @ccuu great question! In the article Archiving People Things to Know it states that when someone is archived, they will still appear in the attendance history. So rest assured your attendance # will not be reduced if someone is archived, it shows historical data as it should be! I hope this helps! 

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  • We use one event to check children in for both our Bible Class hour and our Worship hour. This makes it difficult to determine how many attend both and how many just attend our Worship time. Is there a way to download / export a report with the checkin dates/times associated with each person? We've been using Breeze for child check-in for almost three years and we would like to look at the trend in attendance for our Bible Class vs. Worship hours. We are pretty good with excel/data sets; we just can't figure out how to get the information out of Breeze.

    Thanks

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  • @rstuart

    Great question! This reason, is exactly what we created eligibility options within events. This allows you to be able to select specific tag eligibility for your event so that you can tell the difference between who attended what. Now, as a Breeze best practice I would suggest creating two separate events for both of these. However, if you choose to use the same one, you will definitely want to separate them by Tags. See here: Event Check in Eligibility

    Please let us know if this information is helpful to you!

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  • My Attendance Overview screen hangs with a spinning circle and the message "Loading Charts".

    I'm interested in seeing a simple line graph of Sunday service attendance over time.

    Tips?

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  • @js The Overview will give you a graph of attendance over time. A couple of things may be at play with the spinning circle. Make sure you're internet connection is strong, try clearing cache and history and use a browser such as Chrome or Safari. If you're still having trouble, contact our support team at: support@breezechms.com

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  • Empty Caches with Safari didn't help.  Typical home DSL internet connection.

    Not a feature I need right now, but problem noted 'for the record',

     

    Thanks, appreciate the great support that you guys provide!

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  • @js You're welcome- glad to hear you were able to figure out the problem!

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  • I love your overview graphs for events--but in the age of COVID we are broken into small groups.  Is there a way to get an aggregated overview?  Yes, we have build reports and can see it that way, but it would be so nice to just go to Breeze and click to get a graph rather than having to build all my own in Excel.  

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  • Hey @techsupport

    I know how great that would be to have internally in Breeze instead of exporting to Excel! As this is a current limitation of Breeze, this would be a great feature request to submit, and for more information on our Feature Request form, check out our feature request article here: Submitting Feature Requests.

    Thanks!

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