Event attendance tracking automation

Purpose

1. Automate tracking of event attendees for religious events in Alliance church settings.

2. Collect attendance data in real-time via digital check-ins, QR code scanning, or form submissions.

3. Sync attendance records to church CRMs, send confirmation notifications, and update attendance reports.

4. Trigger automated follow-up sequences for new visitors, absentees, and event participants.

5. Centralize and secure all attendance data for ministry analytics and compliance.

Trigger Conditions

1. Submission of event registration forms.

2. QR code or barcode scan at event entry/exit points.

3. Manual check-in via mobile app or web kiosk by staff or volunteers.

4. Calendar event marked as "started" in event management software.

5. Attendance data received via integrated hardware (badge scanners, tablets).

6. API webhook from online event platforms confirming attendance.

Platform Variants

1. Twilio SMS

• Feature/Setting: SMS webhook to receive check-in codes; auto-respond with attendance confirmation.
  
• Sample: Configure Twilio incoming SMS webhook → parse attendee phone number and code → record attendance.
  

2. SendGrid

• Feature/Setting: Automated email receipts to confirmed attendees; API endpoint for bulk emails.
  
• Sample: Use SendGrid’s "Mail Send API" to trigger confirmation emails upon registration or check-in.
  

3. Google Forms

• Feature/Setting: Form submit trigger; collect attendance responses in Sheets.
  
• Sample: New form submission → event attendance row added to Google Sheet for sync.
  

4. Microsoft Teams

• Feature/Setting: Channel webhook posts for live check-in updates.
  
• Sample: Post an adaptive card when attendee checks in, using "Incoming Webhook."
  

5. Slack

• Feature/Setting: Slack bot notification upon new attendee check-in; "chat.postMessage" API.
  
• Sample: Slack bot posts to #event-coordination when form submitted or entry registered.
  

6. Zapier

• Feature/Setting: Multi-app workflow — trigger on form entry, send data to CRM, notify via email/SMS.
  
• Sample: "New Google Form response" → Add/update CRM record → Gmail/SendGrid SMS notification.
  

7. Eventbrite

• Feature/Setting: Webhook (“Order Placed”) triggers attendance sync to management system.
  
• Sample: Use "Eventbrite API Webhooks" on new ticket scanned at event entry.
  

8. Planning Center

• Feature/Setting: "Check-Ins API" endpoint to create or update attendance records.
  
• Sample: POST to "Check-Ins" API with attendee ID and timestamp.
  

9. Elvanto

• Feature/Setting: API endpoint "events/attendees" to record attendance.
  
• Sample: POST to "events/attendees" with event and person ID.
  

10. Mailchimp

• Feature/Setting: Automated attendee follow-up emails; Audience API for segmentation.
  
• Sample: Tag attendee as “Participant-Event2024” upon check-in via Mailchimp’s API.
  

11. Salesforce

• Feature/Setting: "Campaign Member" update via REST API on event participation.
  
• Sample: PATCH the campaign member's status based on attendance data.
  

12. Google Calendar

• Feature/Setting: Set event status or add custom field for attendee check-in.
  
• Sample: Use Calendar API to set “checked-in” upon scan/form submission.
  

13. AirTable

• Feature/Setting: API to auto-update rows with new attendance entries.
  
• Sample: PATCH to specific event’s table row with attendee check-in timestamp.
  

14. HubSpot

• Feature/Setting: "Contacts API" — update custom property ‘Last Attended Event’.
  
• Sample: PATCH contact with most recent event attended.
  

15. OneChurch Software

• Feature/Setting: Attendance API to log event check-ins with batch upload capability.
  
• Sample: Use POST /api/attendance/check-in to record group attendance.
  

16. Realm by ACS

• Feature/Setting: REST API — "Create Attendance" endpoint for member attendance.
  
• Sample: POST logs with event ID and attendee IDs.
  

17. Church Community Builder (CCB)

• Feature/Setting: "Group Attendance" API to post attendance per event group.
  
• Sample: POST event attendance records with group participant IDs.
  

18. Zoom

• Feature/Setting: Webinar or Meeting reports API — automate attendance export on event completion.
  
• Sample: Scheduled GET on "Report" endpoint post-meeting.
  

19. Google Sheets

• Feature/Setting: API to append new attendee rows; automate sync with event form data.
  
• Sample: Sheets API append row on check-in webhook trigger.
  

20. Microsoft Power Automate

• Feature/Setting: “Instant flow” via manual trigger or HTTP webhook; connect check-in sources to data sinks.
  
• Sample: Triggered by QR scan, update SharePoint or CRM attendance list.
  

21. PushOver

• Feature/Setting: Automated push notifications to event coordinators on thresholds.
  
• Sample: Send HTTP POST notification once 100 check-ins reached.
  

22. ProPresenter

• Feature/Setting: HTTP API to log attendance as part of service workflow.
  
• Sample: POST to log attendee presence during media playback.
  

Benefits

1. Real-time, accurate attendance tracking and reduction of manual data entry.

2. Automated notifications and follow-ups for church staff and participants.

3. Seamless integration between forms, communication tools, and CRMs.

4. Enhanced data security and centralized church analytics.

5. Improved participant engagement and prompt guest follow-up.

6. Greater insight into event trends, member engagement, and ministry outcomes.