Absence Alerts
Billing
Subscription ManagementAbsence Alert Scan
GatherAccess:Super Admin
The Absence Alert Scan is a weekly background job that identifies members who have missed a configurable number of consecutive services. It creates alerts that appear on the Gather dashboard and the dedicated Alerts page, helping pastoral staff follow up with absent members.
Schedule
When: Every Monday at 7am (tenant local time)
The job is dispatched by the Tenant Scheduler during its hourly check. It runs for all active tenants based on their configured timezone.
How It Works
- The scanner loads all active service patterns for the tenant.
- For each pattern, it retrieves the most recent N completed service instances, where N is the absence threshold (configurable, default: 2).
- It identifies all members who have ever attended that service pattern (the “expected population”).
- Any member from the expected population who did not attend any of the last N services is flagged as absent.
- For each absent member, the scanner either creates a new alert or updates an existing one with the current missed count and last attendance date.
Configuration
| Field | Type | Description |
|---|---|---|
| Absence Threshold | Integer | Number of consecutive missed services before an alert is generated. Configured via Tenant Configuration (absenceAlertThreshold). Default: 2. |
Alert Lifecycle
| Field | Type | Description |
|---|---|---|
| ACTIVE | Status | Newly created or refreshed alert. The member has missed the threshold number of services. |
| ASSIGNED | Status | A staff member has been assigned to follow up. The scanner will not overwrite this status. |
| SNOOZED | Status | Temporarily hidden. The scanner will auto-resolve if the member returns. |
| RESOLVED | Status | The member has returned to a service. Resolved alerts have a 7-day cooldown before the scanner can recreate them. |
| DISMISSED | Status | Manually dismissed by staff. The scanner will not recreate this alert. |
Auto-Resolution
When the scanner detects that a previously absent member has attended one of the recent services, it automatically resolves their alert by setting the status to RESOLVED and recording the resolution timestamp.
What Gets Tracked
| Field | Type | Description |
|---|---|---|
| Missed Count | Integer | The exact number of recent services the member has missed. |
| Last Attended Instance | Reference | Link to the most recent service instance the member attended (across all patterns). |
| Last Attended At | Timestamp | When the member last checked in to any service. |
| Campus | Reference | Derived from the member's campus, the service pattern's campus, or the instance's host campus (in that priority order). |
Job Output
Each run produces a summary logged to the system:
- Scanned — total members evaluated for absence
- Created — new alerts generated
- Updated — existing alerts refreshed with new missed counts
- Resolved — alerts auto-resolved because the member returned