Manage Absence Alerts

Absence Alerts notify pastoral staff when regular attendees miss consecutive services. The system generates these automatically via a background job, and this page lets you triage, assign, snooze, and resolve them.

Prerequisites

• Attendance being recorded regularly via the Check-In Console
• SUPER_ADMIN, LEAD_PASTOR, PASTOR, or ELDER role

How Alerts Are Generated

A scheduled background job runs every Monday at 7:00 AM (tenant timezone). It scans all members and regular attendees, checking how many consecutive services they have missed. When the count crosses the configured threshold (default: 2 consecutive misses), an alert is created with status ACTIVE.

Step-by-Step

1. Navigate to Absence Alerts

1. Open Gather from the header mega menu
2. Click Alerts
3. The page loads with the Active tab selected by default

2. Review the Alert List

1. Filter by status using the tab bar: Active, Assigned, Snoozed, Resolved, or All
2. Each alert row shows:
   • Member name with avatar and initials
   • Membership status badge (Member, Regular, or Visitor)
   • Number of consecutive missed services (with colour-coded badge: amber for 2, red for 3+)
   • Last attended date and service name
   • A sparkline showing recent attendance pattern
   • Current status chip and assigned staff (if any)
3. Click on any alert row to open the detail drawer

3. Assign an Alert to Staff

1. Click the Assign button on an alert (from the row or from the detail drawer)
2. A modal appears with a Care Staff dropdown, scoped to the alert’s campus
3. Select a staff member from the list
4. Optionally add a Note for context (e.g. “Please call this week”)
5. Click Assign to confirm
6. The alert status changes from ACTIVE to ASSIGNED

4. Snooze an Alert

1. From the detail drawer, click Snooze
2. The alert is moved to the Snoozed tab
3. A “Snoozed until” date is shown — the alert will reappear if the member is still absent after that date

5. Resolve an Alert

1. Once the member has returned or been contacted, click Resolve
2. The alert moves to the Resolved tab
3. Resolved alerts are kept for reporting and audit purposes

6. Trigger a Manual Scan (Admin Only)

1. If you are a SUPER_ADMIN, you will see a Scan Now button
2. This triggers the absence detection job on demand, outside the normal Monday 7 AM schedule
3. Use this after a large service to get immediate alerts

What’s Next