Meetings are an easy way to find out where people are connected, and knowing when people stop attending lets you more easily offer help if they need it. Once meeting attendance is recorded, task emails remind you to follow up with the attendees via phone, email, or SMS if required. You can also view the health of different groups, and how often members are connecting.
You can easily send meeting attendees email and SMS messages, leave follow up tasks that are emailed to the team, or view one of the available reports.
Tip: If the meeting is set to repeat, but the next meeting hasn't been created yet, then there is a "create next meeting" option that will create the next meeting.
The top right commands include the following options depending on your access level. These options may be displayed under the ... options button if you are using a device with a small screen:
- Record attendance
- Send SMS message
- New email message
- Edit meeting
- Add tasks
- Duplicate meeting
- Merge meeting
This allows various stats related to the meeting to be recorded for future reference. The default stats available are Attendance, Baptisms, Decisions, Giving, and Visitors, but a new type of stat can be added simply by typing the name of the stat and tapping Add Stat.
Stats can also be restricted. For example, you might restrict Giving stats to a Finances security area; this way, only people with that security access will see giving stats.
When viewing the meeting on a small screen, the layout is optimized to make it quick and easy to record stats. For example, a volunteer could stand at the back of a meeting and tap plus to record attendance; they could then repeat the same process when hands are raised in response to an "altar call."
The people tab shows all people who are a member of the meeting's group and who attended the meeting. If "Record check in & out times" is selected when editing the meeting, then the current time will be recorded for check in, and you'll have an option to check the person later out. If this isn't selected, then no check in time is recorded, and you won't have the option to check the person out. The second option may be preferable if you don't need to record check in and out times. You would want to record check in and out times for children's or youth ministry.
Tip: When adding people, you can search to add a person, or you can search and add all the people from a household, group, meeting, or event. And you can find people not just by name but also by phone number, email or barcode. You can use a barcode or RFID reader to search for the person by their barcode.
Tip: If a person has "checkout" next to their name, then it means they are still checked in. Tap "checkout" to check them out now or at the top of the page tap "Checkout remaining people" to check out all people that are still checked in.
Tip: If you need to add a new person and record that they attended the meeting, simply tap New person and enter their details. If a person with the same details already exists on UCare, then instead of creating an entirely new profile, the existing person will simply be recorded as having attended the meeting.
Tip: Recent visitors of the group will also be displayed in the list of names. If a visitor attends 3 times within 60 days, they will automatically become a group member.
Tip: During check-in change Attended & Absent to Absent, this way, as you check people in, they disappear from the list, making checking off names faster.
Tip: Change Members & Visitors if you need to see just the group members or only the people who visited.
Meeting reports give you the ability to create reports for different needs. The current report formats are:
The print tab is where you'll find options to print the meeting people. You can either print to a PDF or a DYMO LabelWriter. The following print options are available:
Address labels - Avery Labels - Create address labels PDF for printing on Avery labels
Address labels - DYMO LabelWriter - Print address labels to a DYMO LabelWriter
Name tag labels - Avery Labels - Create name tags PDF for printing on Avery labels
Name tag labels - DYMO LabelWriter - Print name tags to a DYMO LabelWriter
Check in labels - Avery Labels - Create check in name tags and security tickets PDF for printing on Avery labels
Check in labels - DYMO LabelWriter - Print check in name tags and security tickets to a DYMO LabelWriter
The following Avery label sizes are available:
Avery Labels L7159 - 3 x 8
Avery Labels L7160 - 3 x 7
Avery Labels L7169 - 2 x 4
Avery Labels L7173 - 2 x 5
Avery US Labels L5363 - 3 x 8
Avery US Labels L5360 - 3 x 7
Avery US Labels L5163 - 2 x 5
Tip: If you are running an event, then you can use Name tag labels - Avery Labels with the Avery 2 x 5 size to create name tags to use inside lanyards. The name tag will include a barcode to make it quick and easy to look up the guest in UCare if they want to make a purchase or re-register. Selecting Print a border around labels will add a border that you can use as crop marks.
Tip: If you have recorded allergies and want that info printed on labels, then ensure the "Print check-in info" option is selected.
If you are an admin, the history tab displays all the people that have viewed this meeting and all the changes made. For non-admins, the history tab show's all your updates to the meeting.