GHC stats embeds analytics created in the toolkit back into elvanto (on a weekly basis). This allows metrics to be used in a wide variety of applications as part of customised reports and as part of pastoral processes. It requires a short setup that enables GHC to write into custom people fields.
Introduction
GHC Stats is an automated service which loads attendance statistics into personal profiles in Elvanto . This will make the statistics more accessible within Elvanto and useful for ministry and checking church health.
Setup Instructions
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GHC Stats operates as an Integration in your Elvanto. The following steps will set up the Integration between Elvanto and GHC Stats. They can only be carried out by the administrator for your Elvanto account and only need to be done once.
As the Administrator, before you start, make sure you have set up the timezone in your personal elvanto profile as GHC Stats uses that to determine the correct times of your services and updates.
1. In Elvanto, navigate to Settings
2. Scroll to the bottom and click on Integrations
3. Click on ‘Add’ Integration‘
4. Choose ‘Custom‘
5. Enter (copy/paste) the details as below. Click ‘Save’ to complete.
App name = “GHC Stats”
Homepage = https://www.growinghealthierchurches.com
Description = Update attendance statistics (or choose your own)
After saving the above dialogue will close.
6. Click on the integration you just created and reopen the dialogue box.
This time the Client ID and Client Secret fields will be filled in. You will need to enter these values into the GHC Stats registration page at the link below. Open the link below in another browser window.
https://staging.growinghealthierchurches.com/stats/auth
7. Setup Clint ID and Client Secret
In the GHC Stats registration page, copy/paste the Client ID and Client Secret from Elvanto into their respective fields. In the Church ID field, enter the elvanto sub-domain prefix of your church elvanto.
Then, click on Proceed and click on Authorise on the next screen to connect back to your Elvanto.
8. Authorise
You must now login to Elvanto using your Administrator username and password. Click Allow Access to the 5 roles listed.
9. Confirm Authorisation
You should be presented with a Completion screen confirming that authorisation has succeeded and you are now able to supply your contact details to complete your setup. When you have entered your details, click Complete, then close this tab and also close the Authorise tab from step 7.
(If you get a message that the authorisation has not succeeded, you will need to return to step 6 above.)
10. You’re now ready to configure GHC stats!
You are now ready to enable the loading of attendance statistics into your Elvanto.
Proceed to setup fields in your Elvanto for GHC stats to write to.
Configuration Instructions
Introduction
GHC Stats is controlled by you through your Elvanto using a special group in Elvanto referred to here as a Control Group. The Control Group fields are used to configure different aspects of the statistics loading and when it occurs.
When you set up the GHC Stats integration (above), a new group called GHC_Stats Loader was created in your Elvanto and your person profile was added to that group. The default settings for that new group will load service and group attendance statistics on the specified weekday.
Before we get into control group details lets first setup the custom fields that GHC stats loads into.
Custom Fields
GHC stats loads attendance statistics for Services or Groups into specially named custom fields that you setup in your Elvanto. You don’t have to add all the fields – just the ones you are interested in and you can change them at any time.
Add any of the following custom fields to your Elvanto. Simply go to:
People > Categories > (Click Any Category) > then add custom field, taking care to select the correct type (Date, Number, Text).
New Custom Field | Type |
---|---|
GHC Service Attendance Pattern | Text Field (single line) |
GHC Service Pattern Past Quarter | Text Field (single line) |
GHC Service Date Last Attended | Date |
GHC Service Weeks Ago Attended | Number |
GHC Service Weeks in Past Month | Number |
GHC Service Weeks in Past Quarter | Number |
GHC Group Attendance Pattern | Text Field (single line) |
GHC Group Pattern Past Quarter | Text Field (single line) |
GHC Group Date Last Attended | Date |
GHC Group Weeks Ago Attended | Number |
GHC Group Weeks in Past Month | Number |
GHC Group Weeks in Past Quarter | Number |
GHC Group Names | Text Field (single line) |
GHC Stats Date Last Updated | Date |
You only need to add the fields that are of interest, and you can add/remove them at any time.
Control Group Settings
The Control Group fields used are described below. You do not need to change these settings immediately or at all.
The attendance data to be loaded as statistics is sourced from Shared Reports in your Elvanto. By default GHC Stats looks for groups named Report of Service Individual Attendance and Report of Group Individual Attendance. If you are using GHC Toolkit you will already have these groups and reports set up and have nothing more to do for now.
If you do not have these Shared Reports setup, see the instructions for GHC Toolkit.
Group Fields
The following group fields are used to configure the notification content and timing:
Field | Description |
---|---|
Group Name | GHC_Stats LoaderORCustom name if in group category “GHC_Stats Loader Controls”. See below. |
Address | Defines the Shared Report to use for data<blank> = use the default group and service attendance sources for GHC Toolkit. This would be default optionOR<url> = link to other shared report |
City | <blank> for all default sources, OR if url set to other shared report then write “group” or “service” to help GHC differentiate type of attendance report supplied |
State | <blank> = use scheduled timeORRUN = run next hour (on that hour it will reset this field to blank) |
Meeting start time and end time | this is the time the stats will be loaded – sometime in this hour (not directly on the hour) |
Meeting frequency and day | pick the day for weekly loading (in most cases this might be Monday) |
Group members | Considered admins of GHC notify. These admins will receive email notifications of stats loading. |
In the example above:
- Mike Hastie is the GHC stats admin and will receive a notification at each run regarding which fields were loaded
- GHC stats is run every Monday at 11am.
- You can see it was last run on 17th Aug at 9pm (this was a result of executing a manual run (see below)
You’ll know its setup correctly when you get an email within the proceeding hour of that specified in control group.
Note in this example GHC stats ran 10min past the hour and loaded 10 of the available fields into Elvanto. 2 people have returned errors. These are a result of attendance data existing for people that were deleted (never a good idea to delete people… archive them instead!)
Customising Settings
The steps below explain how to customise the settings in the sending control group to meet your needs.
- Customise the notification sending day and time
- Initiate a manual load
- Create multiple distinct statistics loaders
Customise the loading day and time
The group meeting Start TIme and weekly day fields control when your statistics will be loaded to elvanto. Set the time to a whole hour and the load will occur sometime in that hour. You will be sent a report after the loadruns to let you know what was updated.
Initiate a Test Load
To initiate a load of statistics, enter RUN in the group meeting State field and Save.
Sometime in the next hour the load will run and you will receive a notification
The state field will be cleared to prevent further notifications being sent.
Create multiple distinct notification senders
You may wish to load different statistics from different shared reports.
You can do that by setting up multiple sending control groups and customising them accordingly. For GHC Stats to find those groups, they need to be in a specific group Category.
GHC Stats recognises sending control groups as:
- A group named GHC_Stats Loader
or
- Any group in a group category named GHC_Stats Loader Controls
To setup additional sending control groups, create a group category in elvanto named GHC_Stats Loader Controls and assign new loader groups to that category.
This will allow you to assign more meaningful names to the groups themselves (eg Morning Service Stats).
You will need to configure each of the relevant control fields in the new groups manually. Start by copying the settings in your default group and then modify from there. You can TEST each control group separately.
Release Notes
People in more than one group will show an attendance pattern sparkline for 1 group but not all.
OBSERVATIONS / COMMENTS
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