Using Attendance Report Filters

Attendance Reports are a very powerful tool to help you find those who are loyally attending events, find those who have missed the last few events, or have disappeared completely from attending.  Here we'll go over all of the event filter options to help you prevent anyone from slipping through the cracks. 

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Filter by Date Range

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Choose a specific date range to search in your attendance report.  Can be a single date, a month, an entire year, or longer! 

Filter by Event

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Your most recent events will appear in the event dropdown.  Click the "More" dropdown to see older event titles. 

You can choose one or more events for your list.  The event that you started with is checked by default and cannot be unchecked. 

If you choose multiple events, they will appear in chronological order in your table export.

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Filter by Attendance

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Here's where the reporting gets fun and advanced.  You can get very specific with your attendance reports.  With attendance, you'll start by choosing "attended" or "missed".  This will start to narrow your search down by allowing you to search for people who have attended or missed a certain number or a range of events. 

Let's say, for instance, that I wanted to find everyone who has attended more than 2 of the last 5 weeks of Sunday Service (i.e. 3-5 times over the last 5 weeks).

I would start by making my search go 5 events back, choose "Sunday Service" as my event, and then under "attendance" I will choose "Attended > More Than > 2 Events". 

My attendance list will now only report those who attended 3-5 times over the last 5 weeks.

If you are attempting to find a report for your headcount of anonymous attenders, you will find that information at the bottom of the list of the individuals in your system. You can only select "All Eligible" to find the data on anonymous attenders in a specific date range.

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I could run the same search with the missed feature. 

I will set my date range for the last 5 events, choose "Sunday Service" and under the "attendance" dropdown I will choose "Missed > More Than > 2 Events".  Now it will be populated with a list of people who have missed more than 2 events over the past 5 weeks.  

This is a great way to see who has been missing from your events so you can prevent anyone from falling through the cracks. 

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Let's say you wanted to run a report for people who missed the last 4 weeks, but did not want to include those who have missed more than 5 weeks.

We would choose "Missed > The Last > 4 Weeks > Check the box that says "exclude people who missed more than 5 weeks".  Now we'll be given a list of those who have missed all of the last 4 weeks events, but not include those who have missed more than 4 weeks in a row.  

This will give you a list of those who came recently, but haven't attended lately and will allow you to reach out to them.

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Filter by Tags

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To filter by Tag, set the event eligibility to "Specific Tags" in event settings. If eligibility is set to everyone, you will not be able to filter by Tags in the reporting. 

The Tags filter will allow you to only show results for the specific Tags of your choosing.  You can also opt to "Group by Tags" which will still show all the results (or the narrowed ones of your choosing) but will sort the results by Tags rather than alphabetically. 

If anonymous attendance data is included it will appear at the bottom of the page in a separate Tag category called "anonymous"

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Important Note: If a person is in multiple Tags that are eligible for the event, they will show up in each of the lists when choosing to "Group by Tags". This can skew your results, as there may have only been 10 people who attended the event, but when you group by Tags and add all the results it could total 13 if 3 people are listed in multiple eligible Tags.

Filter by People

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The People dropdown will allow you to create filters.  

For instance if your event eligibility is set to everyone, but you really only want to see the results of those who have the status of "Member" or "Attender", you can narrow the results.

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You can also use this method to figure out which visitors have been returning and can be updated to the status of "Attender". 

How to Save Reports

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If you have a report that you would like to run on a regular basis, there's no need to remember each of the filters you'll need.  You can simply create the report once and then save it. 

To save a report click the dropdown next to "Download as Excel" and choose "Save Report".

After you click save you'll name your report and then choose the date range that you want.  

Options include:

Date Meaning
Specified Dates (Relative) It will take your search (i.e. 30 days) and always go that many days back from the date you're searching.
Specified Dates (Fixed) Will always choose the exact date(s) in your current search
This Week Will choose the current week
This Month Will choose the current month
This Quarter Will choose the entire quarter
This Year Will choose the entire year

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How to Load Saved Reports

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Breeze has created saved reports for you based on popular searches. To access this reports, and the ones that you've created, click the down arrow next to "Download as Excel" > "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 

Breeze-created reports include: 

  • All Events on This Day
  • Missed the Last 4 Weeks
  • People who Attended in the Last 3 Months
  • People who Attended This Event
  • People who Attended This Event (Grouped by Tag)
  • People who have not attended in the Last 3 Months
  • People who Missed This Event
  • People who Missed This Event (Grouped by Tag)
  • Printable Attendance Sheet for Next 4 Weeks
  • This Series for This Month
  • This Series for this Month Grouped by Tag
  • This Series for This Year

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Comments

6 comments
  • We need to be able to filter out the long term inactive people to get a report showing who has recently missed.  How do we do this so we don't get a long list of people we don't want on the list.

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  • @office

     

    Thanks for reaching out to us! My first suggestion would be to make sure that your long term "inactive" people are actually labeled as the inactive status in Breeze. Adversely, you will also want to make sure that your regular attenders or labeled with the correct status (ie Member, Attender, Visitor, etc). This will help anytime you're trying to filter specific people for something. Once this is accurate, then you will be able to Filter your attendance by the specific statuses that you want to see! 

    I hope this helpful to you! 

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  • We need to be able to edit the page - to include space for the total attending by tag that Sunday, as well as a space to list new members and visitors.

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  • @luciagammon

     

    Thanks for the feedback! Please submit this as a Feature request! Submitting Feature Requests

    Blessings!

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  • First, let me thank you guys for the amazing work you have done to be flexible during the COVID19 crisis.  Do not know what we would do without your tools.  Now, please, one more help.  We determined that for our church the best thing to do was not a single livestream, but numerous small virtual house churches.  Our total attendance is actually up over our usual attendance--God is using this to work in people's lives.  But we KNOW we still have unengaged people--some we fear may be in need of real help during this crisis.  We really want to see engagement over time, we want to compare last week to this.  We want to know how to prioritize our follow-ups and communication efforts.  We do know how to combine events to get a basic list of who was or was not there.  But we NEED the reports function (which we use all the time with a single regular service).  That is the only simple way I know of to see engagement over time, sort by groups and tags, etc.  Is there a way to get a report while viewing multiple events?  I haven't found one yet other than downloading and comparing excel spreadsheets week to week.  

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  • @techsupport

    Nate here with Breeze Support!  Great question!  Thank you for reaching out to us, and we also appreciate the kind words.  So, you can in fact view a report that would include attendance from multiple events.  Simply go to Events > select any event > Edit Event Settings > Reports > and then, as highlighted in the picture below, you can select the events that you want to gather attendance records for.  

    Thanks for reaching out to us!  If you have any other questions, feel free to follow up with a phone call or an email.  

    Breezy Blessings!

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