Attendance across several groups or programmes
An organisation with several groups can track attendance in one system where each group has its own leaders who see their own people, while administrators see everything. If programmes need completely separate records, run them as separate accounts. Which is right depends on whether the groups share people and meet on the same days.
The common situations
- One programme, several leader groups. A youth ministry split into year levels; a club with junior and senior teams; a choir with sections.
- Several different programmes. A community centre running a Monday class, a Wednesday youth group and a Saturday shed.
- Different leaders for each, who should see their own people but not necessarily everyone else's.
The right setup depends on two questions: do the groups share people, and do they meet on the same days?
Two ways to set it up
One organisation, split into groups
Everyone is on one member list with one check-in link. Members are assigned to groups, each group has its own leaders, and administrators see the whole organisation's attendance in one place. This is the best fit when groups are really parts of one programme.
Separate accounts for separate programmes
Each programme has its own member list, check-in link and records. This is the best fit when programmes are genuinely independent, share people, or meet on the same days. The trade-off is that there's no combined view across them.
Exactly how this works in RollCall
- Groups (Pro plan). The Free plan has one group; Pro allows as many as you need. Each group has one or more leaders, and a leader can lead several groups and switch between them.
- Leaders see their own group. Leaders sign in with a PIN and see their group's members: who's here today, who's missed recent weeks, and a search to find anyone in the group.
- Administrators see everything: every member, every check-in and the organisation's reports.
- A member belongs to one group at a time. Moving them to another group takes them out of the first.
- One attendance per person per day, across the whole organisation. Someone at two groups on the same day counts once.
- One login per organisation. Running programmes as separate RollCall organisations means a separate admin account for each, and there's no combined report across organisations.
An example
A church runs a Friday youth group with four year-level groups, and a separate Sunday kids' programme. The youth group suits one organisation split into groups, with each year level's leaders seeing just their young people. The kids' programme shares some families and runs on a different day with different leaders, so it runs as its own organisation with its own check-in link.
Common questions
How can an organisation track attendance across several different groups or programmes?
Either use one system where people are split into groups, each with its own leaders, and administrators see everything; or run genuinely independent programmes as separate accounts. In RollCall, groups within one organisation are on the Pro plan; separate programmes can run as separate organisations, each with its own admin login.
Can leaders see only their own group?
Yes. In RollCall, leaders sign in with a PIN and see the members of the groups they lead. Administrators see the whole organisation.
Can a person be in more than one group?
Not at the same time. In RollCall a member belongs to one group; moving them to another group removes them from the first.
Can I see combined attendance across separate RollCall organisations?
No. Each organisation has its own records and admin login, with no combined report. If you need one view, use one organisation split into groups.
How much does it cost?
RollCall is free forever for groups of up to 30 members, with no card needed. Larger groups use Pro at US$9.99/month (a launch price; standard $19.99), which includes 150 members and starts with a 14-day free trial.
Want to see how this could work for your group? You can try RollCall free. It's free for groups of up to 30 members, with no card needed.