Validate department reports
Track the reports submitted each month, add a pastoral note, validate and export the monthly summary as a PDF.
Once the weekly reports are submitted by the leaders, the pastoral team reviews them from a single dashboard. At a glance you can see what is pending, what has been validated and which departments have not yet reported. You can leave a pastoral note, validate and export a monthly summary.
Open report tracking
- From Departments, open Reports (the overview of all departments).
- Pick the month with the arrows. The indicators at the top summarise the month: pending, validated, drafts and total.
- Three tabs organise the view: Pending, All and Statistics.
Validate a pending report
In the Pending tab, each submitted report shows the department, the week, attendance and the theme.
- Open the report with View to review the detail.
- Click Validate: the report moves to the "Validated" status.
Tip: before validating, add a pastoral note with the dedicated button. It stays with the report, appears in the PDF and serves as encouragement or guidance for the leader.
Spot departments running late
For the current month, an alert lists the departments that have not submitted any report. Click a name to open its report directly and follow up with the leader.
Note: a report left as a draft has not been submitted yet: it does not appear under "Pending" validation. The department is still counted as not having reported.
Read the monthly summary
The Statistics tab aggregates the month's activity by department:
| Indicator | What it shows |
|---|---|
| Weeks submitted | Number of weeks reported out of the total. |
| Attendance rate | Cumulative attendance against the roster size. |
| Cumulative attendance | Total attendees for the month. |
The rate is colour-coded by level (good, moderate, low), to quickly spot the teams that need support.
Export the monthly PDF
You can print a summary with the church letterhead:
- The Monthly PDF button at the top, for all departments together.
- The PDF button at a department's level (in the All tab), for that single ministry.
The document includes the indicators, a summary table, the week-by-week detail, the pastoral notes and the list of departments with no report.