Every department accounts for its activity week by week. The weekly report brings together, in one place, the team's attendance, a few key figures specific to the ministry and a short written summary. Once complete, it is submitted to the pastoral team for validation.
Open this week's report
- From Departments, open the department card, then Reports.
- Pick the month with the arrows, then the week to fill in. The current week's report is selected by default.
- Future weeks are not open: you only report on the past and the current week.
Tip: start by entering the meeting date. It must fall within the chosen week, otherwise the submission will be blocked.
Mark attendance
The list shows the department's members. For each one, set their status:
| Status | Meaning |
|---|---|
| Present | The person attended the meeting. |
| Absent (justified) | Absent, with a reason (to be noted in the dedicated field). |
| Absent | Absent without justification. |
The report automatically totals the present, justified-absent and absent counts.
Note: a report cannot be submitted if no attendance has been marked. Set at least one status before sending.
Enter the statistics
Each department starts from a set of indicators suited to its ministry: souls won and people contacted for Evangelism, prayer cases received for Intercession, singers and rehearsals for Music, headcount and attendance by age group for Sunday School (Ecodim). Enter the week's figures.
These indicators are not fixed: your church tailors the list to its reality (see below). A field marked as required must be filled in before submission; the others stay optional, including in a draft.
Customize the report fields
Leaders (with the departments-management right) adjust the fields themselves, with no coding. From the report or the department card, open Report fields.
- Add a field: give it a label and a type - Number, Amount, Text, Yes/No or Percentage.
- Hide a field: the eye icon removes a default field from entry without deleting it; a second click brings it back.
- Reorder: the arrows move a field up or down to match your report sheet.
- Rename or group: open a field to adjust its label or its group. A default field's type stays fixed; a field you created can be changed freely.
- Make required: turn on "required to validate" so it blocks submission while empty.
- Delete: only fields you created can be deleted; a default field is hidden, not deleted.
Note: report entry and the letterhead PDF follow this configuration exactly - your custom fields appear there, with your labels.
Link to content and complete the summary
You can link the report to content already recorded elsewhere in Sanctumel:
- a preaching subject shared during the meeting,
- a Sunday-school lesson,
- a worship service.
Then add the theme, who gave the exhortation, the intercessor, a Bible reference, the outlook for next week and your observations.
Save and submit
- Save keeps a draft you can come back to later.
- Submit sends the report to the pastor: it moves to the "Submitted" status. Until it is validated, you can still correct it and send it again - your corrections are saved and forwarded.
- Validation by the pastor locks the report for good: it can no longer be edited.
- Once submitted, you can print the report as a PDF with the church letterhead.
Track the report status
At the top of the report, a status trail shows its journey at a glance, from submission to validation:
- Draft - the report is being written.
- Submitted - it has been sent to the pastor; the log shows who submitted it and when.
- Validated - the pastor approved and locked it (the log notes who validated it and the date).
The current step is highlighted and every step reached is time-stamped: you always know where a report stands and who did what.
Going further
Import attendance from the rota
If your meeting (rehearsal, service) also exists in Services & Rota and is attached to this department, the "Import from rota" button on the Attendance tab automatically marks present the members whose assignment was confirmed that day. One entry, two modules up to date; manual marking remains available to adjust.