Backfill member attendance

What is this?

With the Backfill function you add attendance data for past events afterwards. This is especially useful when new members only join the choir after several rehearsals but you want the statistic to correctly reflect their actual participation.

Typical scenarios:

• Trial singer was at three rehearsals already — at joining time you want to document this attendance.
• Existing club moves to Chorilo — old attendance statistics from Excel are transferred manually.
• Forgotten capture — you notice after weeks that you did not record attendance for an event.
• Correction of wrong entry — member was actually there even though marked "absent".

How to backfill events

1. Open your choir and go to Members.
2. Choose the member and click "Backfill" in the member profile.
3. Chorilo shows a list of past events for which no attendance has been recorded yet.
4. Set for each relevant event the status: Present, Excused, Unexcused or Ignore.
5. Save the changes. The attendance statistic updates immediately.

What changes after backfilling

• Attendance rate of the member is recalculated
• Statistic evaluations (e.g. "Top 10 most reliable members") account for the new data
• Singer history (see "Maintain singer history") stays unchanged — there previous choirs are maintained, not individual events
• Attendance export automatically contains the backfilled values

Bulk backfill for multiple members

For whole groups (e.g. "all new members of this quarter") you can backfill directly from the event itself:

1. Open the past event in the calendar.
2. Click "Edit attendance".
3. Set the right status for multiple members at once.
4. Save the changes.

That saves clicks when several members share the same status for the same event.

Permission

You need the permission members.edit. By default the choir director and board have this permission. Members without it can only change their own future attendance.

Tips

• Backfill promptly — the longer you wait, the harder it is to remember who was actually there.
• For the current rehearsal rather use "Edit attendance" in the event itself — backfilling is intended more for older or forgotten events.
• Mark events from before the join date as "Ignore" when the member was not yet in the choir. That way the statistic is not skewed.
• Export attendance regularly to have an overview for the board or association — for example quarterly.