Attendance Check-In Report: Know Who Showed Up—Instantly
Text HERE to 55555 when you arrive on Sunday morning. It’s that simple—and now your church has real-time attendance data. No clipboards. No kiosk lines. No manual counting. Congregation members pull out their phones, send a quick keyword, and your church instantly knows who showed up. The Attendance Check-In Report turns that simple act into a powerful analytics dashboard: total check-ins, unique attendees, first-timers, repeat rates, weekly trends, and campus-by-campus comparison.
Why Text-Based Check-In Works
Text check-in is faster than kiosks and works for any event. People already have their phones in hand. They don’t need to walk to a tablet, wait in line, or remember a URL. A single keyword—HERE, CHECKIN, PRESENT, or whatever you choose—captures their attendance in seconds. That makes it ideal for Sunday services, Wednesday night small groups, youth events, VBS, special services, or any gathering where you want to know who’s present. The report aggregates all such check-ins across your selected date range and presents them in a rich dashboard: total check-ins, unique attendees, first-timers, repeat rate, peak day, and more. No more guessing. No more manual tallying.
Customize Keywords for Your Services
You control which keywords count as attendance. The Attendance Keywords Configuration lets you add or remove keywords to match your church’s terminology and service-specific codes. Use a single generic keyword like HERE for all services, or customize per service: SUNDAY, WEDNESDAY, YOUTH, 9AM, 11AM, or whatever fits your ministry. The report matches these keywords against your chatbot conversations and intent titles. Only conversations that match will appear in the check-in counts. Changes are saved automatically when you add or remove keywords from the chip bar on the report page.
Multi-Campus Churches: Compare at a Glance
If your organization has multiple campuses, the report includes a Campus filter. Select All Campuses to see combined attendance, or choose a specific campus to filter the data to that location. Compare attendance across locations: your Surfside Beach campus might be crushing it with check-ins while your Central campus needs a nudge—and now you can see that at a glance. The report updates when you change the campus selection.
For church staff preparing reports for leadership or board meetings, the report includes an AI-powered executive briefing. The AI analyzes your attendance data and generates a plain-language summary highlighting key wins, watch items, and actionable insights. No need to translate spreadsheets into ministry language—the briefing does it for you.
In this article, we’ll overview the OnlineGiving.org Attendance Check-In Report feature.
Attendance Check-In Report User Guide:
The Attendance Check-In Report at /admin/textmessagingreports/attendance provides a comprehensive view of text-based attendance check-in activity. It aggregates chatbot conversations that match configurable attendance keywords (e.g., HERE, CHECKIN, PRESENT, ATTEND) into a rich dashboard featuring snapshot metrics, weekly trend charts, day-of-week breakdowns, keyword performance rankings, and a detailed attendance log—all powered by AI-generated insights. Access requires the Text Marketing plan and a courtesy number. Users must have the role Text Marketing Admin or Donor Admin.
Key Takeaways
- Attendance Keywords Configuration: Admins define which keywords trigger attendance tracking. Add or remove keywords via the chip bar; changes save automatically.
- Attendance Table: Paginated list showing Date, Service/Keyword, Check-Ins count, and Trend indicator for each row. Sort by Date (default), Service/Keyword, or Check-Ins. 25 rows per page.
- Attendance Summary: Total check-ins, unique attendees, average per service, peak attendance, first-timers, and repeat rate.
- Attendee Metrics: Detailed metrics about who’s checking in (first-timers, regulars, returning) and engagement data when available.
- Weekly Trends: Chart showing how attendance numbers change week over week.
- Trend Indicators: Each row shows whether check-ins are up, down, or stable compared to the previous occurrence.
- Campus Filtering: Multi-campus churches can compare attendance across locations.
- AI Attendance Insights: AI-powered analysis of attendance patterns, trends, and recommendations.
- CSV Export & Email Scheduling: Export to CSV (Date, Service/Keyword, Check-Ins, Trend), print, save as PDF, or schedule automated delivery.
Table of Contents
- Report Overview
- Attendance Keywords Configuration
- Reading the Report
- Weekly Trends
- Trend Indicators
- Day-of-Week Breakdown
- Service & Keyword Performance
- Attendance Log Table
- Multi-Campus Comparison
- Date Range Controls
- AI Attendance Insights
- Export, Print, and Email Scheduling
- Frequently Asked Questions
Report Overview
How to Access the Report
To open the Attendance Check-In Report:
- Log in to the control panel.
- Click “Text Marketing” in the left navigation menu.
- Click “Reports”.
- Click “Attendance Check-In” (or navigate directly to /admin/textmessagingreports/attendance).
Plan and Role Requirements
Access to the Attendance Check-In Report requires the Text Marketing plan and a courtesy number. Users must have the role Text Marketing Admin or Donor Admin. If you do not see the report, verify your plan and role with your domain administrator.
Attendance Keywords Configuration
The report is driven by attendance keywords—the text words or phrases that, when sent to your church number, count as a check-in. By default, the system includes common keywords such as attendance, headcount, checkin, check-in, present, and here. You can customize this list to match your church’s terminology and service-specific codes. The Attendance Keywords Configuration is the first step to getting accurate attendance data: only conversations that match your configured keywords will appear in the report.
Adding and Removing Keywords
At the top of the report, below the date range filter bar, you’ll see the Attendance Keywords chip bar. Each keyword appears as a chip with an X icon. To remove a keyword, click the X on its chip. To add a new keyword, type it in the input field (e.g., “ATTEND”, “ROLLCALL”, “SUNDAY”, or “YOUTH”) and press Enter. Changes are saved automatically and the page reloads to reflect the updated data. Keywords are stored per domain and apply to all users in your organization.
Common Keyword Examples
Typical attendance keywords include:
- HERE — Simple “I’m here” check-in
- CHECKIN or CHECK-IN — Explicit check-in
- PRESENT — Roll call style
- ATTEND or ATTENDANCE — Service attendance
- SUNDAY, WEDNESDAY, YOUTH — Service-specific keywords
- ROLLCALL or HEADCOUNT — Alternative phrasing
You can also use service-specific keywords (e.g., “9AM”, “11AM”) if your chatbot is configured to respond to them. The report matches keywords against your chatbot keywords and intent titles; only conversations that match will appear in the check-in counts.
Reading the Report
The report is organized into several sections. At the top, you’ll see the filter bar and attendance keywords chip bar. Below that, the At a Glance snapshot cards display key metrics. The AI Attendance Insights panel sits below the cards. Further down, you’ll find the Weekly Check-In Trend chart, Day-of-Week Breakdown, Service & Keyword Performance table, Key Metrics row, and the detailed Attendance Log table.
At a Glance Snapshot Cards
Eight metric cards appear at the top of the report:
- Total Check-Ins: Total number of check-in conversations in the selected period, with service dates count.
- Avg Per Service: Average check-ins per unique service date.
- Unique Attendees: Number of identified people who checked in.
- First-Timers: Attendees who checked in for the first time in this period.
- Repeat Rate: Percentage of attendees who checked in two or more times.
- Peak Day: The day of the week with the most check-ins, plus count.
- Avg Engagement: Average engagement score for attendees (when available).
- Active Donors: Number of attendees who are active donors (when available).
The Avg Engagement and Active Donors cards only appear when attendee metrics data is available (cross-referenced from your engagement and giving data).
Attendee Metrics
The report includes detailed metrics about who’s checking in. First-timers are identified as unique attendees in the selected period who have zero matching attendance conversations before the period start date. Repeat rate is the percentage of attendees who checked in more than once during the period. The Returning count in the Key Metrics row shows how many people checked in two or more times. When engagement and giving data is available, the report also surfaces the percentage of attendees who are active donors.
Weekly Trends
The Weekly Check-In Trend chart shows how attendance numbers change week over week. When you have enough data (two or more time periods), a line chart displays check-in totals across the selected date range. Use this to spot momentum: is attendance growing, declining, or holding steady? The chart appears alongside the Check-In Times chart, which shows when during the day people are most likely to check in. Together, these visuals help you understand both the trajectory and the timing of your congregation’s engagement.
Trend Indicators
Each row in the Attendance Log table includes a Trend column. The trend indicator shows whether check-ins for that date and keyword are up, down, or stable compared to the previous occurrence of the same service. For example, if you had 45 check-ins for “Sunday 9AM” on March 10 and 52 on March 17, the trend might show “Up” or a percentage increase. If check-ins dropped, the trend shows “Down” or a percentage decrease. When no prior comparison is available, the trend displays “—”. Use trend indicators to quickly spot which services are growing or declining in attendance.
Day-of-Week Breakdown
The Day-of-Week Breakdown section shows which days of the week have the most check-ins. Each day is displayed as a horizontal bar with proportional width. The peak day is highlighted with a distinct color and a trophy-style indicator. A summary footer shows total check-ins, daily average, and active days count. Use this to understand attendance patterns: for example, if Sunday mornings dominate but Wednesday evening is growing, you can see that at a glance.
Service & Keyword Performance
The Service & Keyword Performance table ranks your attendance keywords by total check-ins. Each row shows the keyword, how many check-ins it captured, how many unique people used it, how many service dates it was active on, and its share of total check-ins with a visual bar. If a keyword is linked to a chatbot, the chatbot title appears as a subtitle. Use this table to see which keywords are performing best and which might need promotion or retirement.
Attendance Log Table
The Attendance Log table is the detailed, paginated list of all check-in records.
Table Columns
Each row shows:
- Date: The date of the check-in (formatted as day and date).
- Service / Keyword: The keyword or service name that triggered the check-in.
- Check-Ins: The number of check-ins for that date and keyword.
- Trend: Whether check-ins are up, down, or stable compared to the previous occurrence.
Sorting and Pagination
Click any column header to sort the table. Supported columns: Date (default, descending), Service/Keyword (alphabetical), and Check-Ins (numeric). Click again to toggle ascending or descending. The table displays 25 rows per page with pagination controls. The default sort is by Date descending, so the most recent check-ins appear first.
Multi-Campus Comparison
If your organization has multiple campuses, a Campus dropdown appears in the filter bar. Select All Campuses to see combined attendance, or choose a specific campus to filter the data to that location. The report updates when you change the campus selection. Use this to compare attendance across locations: for example, your Surfside Beach campus might be crushing it with check-ins while your Central campus needs a nudge—and now you can see that at a glance.
Date Range Controls
Quick Date Links
Quick links provide one-click date range changes: Last Week, Last Month, Last Quarter, and Year to Date. Last Week typically covers the previous Monday through Sunday. Last Month is the previous calendar month. Last Quarter is the previous three months. Year to Date runs from January 1 through today.
Custom Date Picker
For a custom range, click the date range display to open the date picker. Presets include Last Week, Last Month, Last 90 Days, Last Year, and Year to Date. You can also select any start and end date manually. Click “Run Report” to apply your selection.
AI Attendance Insights
The AI Attendance Insights panel analyzes your attendance data and produces a narrative briefing. The AI highlights key wins, watch items, trend comparisons, and actionable recommendations. You can expand or collapse the full analysis. A Save Briefing PDF option lets you download the AI analysis as a standalone PDF for sharing with staff or leadership. The analysis is cached per domain and date range for performance. AI can make mistakes, so double-check important findings.
Export, Print, and Email Scheduling
The report header includes several export and output options:
- Export CSV: Downloads a CSV file with columns Date, Service/Keyword, Check-Ins, and Trend. The export respects the current filters and date range.
- Print: Opens the browser print dialog. Use the print-optimized layout for board packets or staff handouts.
- Save as PDF: Generates a full report PDF including all sections.
- Briefing PDF: Generates a portrait PDF of only the AI Attendance Insights panel. Wait for the AI analysis to finish loading before saving.
- Email: Opens the Email Notification Settings modal. Configure automated delivery of the report on a recurring schedule (e.g., weekly, monthly). Select recipients from your admin email list. Reports are sent automatically so key staff can stay informed without logging in.
Frequently Asked Questions
How do I set up attendance keywords?
On the Attendance Check-In report page, use the Attendance Keywords chip bar below the filter bar. Type a keyword in the input field and press Enter to add it. Click the X on a chip to remove it. Keywords are saved automatically. Make sure your chatbot keywords and intents are configured to respond to these keywords (e.g., in the Auto Responders section). The report matches attendance keywords against your chatbot keyword titles and intent titles.
Can multiple keywords track the same service?
Yes. You can configure multiple keywords that all count toward the same service or event. For example, if you use HERE, CHECKIN, and PRESENT for Sunday morning, all three will contribute to your check-in totals. The report aggregates by keyword in the Service & Keyword Performance table and Attendance Log, so you can see which keywords people prefer. If you want a single combined count per service, use one keyword per service (e.g., SUNDAY for Sunday morning, WEDNESDAY for Wednesday night).
How does campus filtering work?
When your organization has multiple campuses, a Campus dropdown appears in the filter bar. Select All Campuses to see combined attendance across all locations. Select a specific campus to filter the report to that location only. The filter applies to all sections: At a Glance cards, Weekly Trends, Day-of-Week Breakdown, Service & Keyword Performance, and the Attendance Log. Use this to compare attendance across campuses or to focus on a single location.
What if someone checks in twice?
If a person texts the attendance keyword more than once in the same period, each check-in is counted in the Total Check-Ins metric. However, the Unique Attendees metric counts each person only once, regardless of how many times they checked in. The Repeat Rate shows the percentage of attendees who checked in two or more times. So you get both the raw check-in count (which may include duplicates) and the unique attendee count (which does not). Use Unique Attendees and First-Timers for a clearer picture of how many distinct people are engaging.
How do trend arrows work?
The Trend column in the Attendance Log compares each row to the previous occurrence of the same service. If check-ins are higher than the prior occurrence, the trend shows up or a positive percentage. If lower, it shows down or a negative percentage. If there’s no prior occurrence to compare, the trend displays “—”. Use trends to quickly spot which services are growing or declining.
Does this work for midweek events?
Yes. The report works for any service or event where people text a check-in keyword. Sunday morning, Wednesday evening, small groups, youth events, or special services—all are included. The Day-of-Week Breakdown and Check-In Times chart help you see when people are checking in most.
Why does the report show empty or no data?
If your organization has no check-ins for the selected period, the report displays an empty state: “No chatbot conversations matched your attendance keywords for this period. Try adding more keywords or adjusting the date range.” Ensure your attendance keywords match keywords that are configured in your chatbot and that people are actually texting those keywords. Also verify that the date range includes your service dates.
How is first-timer calculated?
First-timers are unique attendees in the selected period who have zero matching attendance conversations before the period start date. In other words, they checked in for the first time in this period. The report uses this to help you understand how many new people are engaging with your text check-in.
Need help setting up or interpreting the Attendance Check-In Report? OnlineGiving.org offers courtesy setup assistance. Contact us at support@onlinegiving.org or (615) 206-4000.