Check-on

Trellis helps a group's leaders keep in touch with everyone, not only the people who stop coming. Each week it suggests a few names to check on, and a leader marks it when they have. The list is the leaders' own: the office doesn't see who checked on whom.

Check-on isn't Check-in, the part for signing children in and out on Sunday.

Who's on a leader's list

On the group's This week, the Keep in mind card has three parts:

• A call this week: someone who missed meetings in a row, or a newcomer who has come once or not at all. Visitors due a follow-up show here too, where the group's kind follows up on visitors.
• Praying for: a prayer request someone asked you to follow up on.
• Check on this month: this week's names from the rotation.

The rotation covers the group's members, apprentice leaders and hosts. Each week it picks about a quarter of them, from the people who haven't been checked on for four weeks or more, longest first. The names are worked out as of Monday, so the list holds steady all week.

Only the group's leaders and co-leaders see the rotation names. Office staff see the other two parts.

You never see yourself on your own list. If you lead the group and ask for prayer, or miss a week, you show on your co-leaders' Keep in mind and in their Monday email, not yours. Your request is still on the group's Prayers.

Record a check-on

1. Find the person on Keep in mind, or open them from People.
2. Press I checked on them.
3. Trellis asks "How did you reach" them. Press Call, Text or In person, or skip it.
4. To write down what they shared, press Add a note, then Add note.

Made a mistake? Press Undo.

A check-on takes the person off the list until roll is taken at a meeting after that day, for every reason they were on it. On a phone, tapping a name opens a sheet with Call, Text and I checked on them.

The Care section

On a person's page in the group, leaders see Care: why they're on the list, if they are, when they were last checked on, how, and by whom, with up to four earlier check-ons. I checked on them is there too.

Check on them more often

When someone is going through a hard stretch, a leader can set a season of closer care.

1. Open the person from People.
2. Under Care, press Check on them more often.
3. Choose Weekly or Every 2 weeks.
4. Choose how long: 4 weeks, 8 weeks, 12 weeks or Until I change it.

While it runs, the person comes up on the list each time the interval passes, and the page says "Checking on them weekly until" the end date. Press End early to stop it. A season with an end date ends on its own.

The Monday email

Each Monday at 7 in the morning, church time, every leader and co-leader who has signed in to Trellis gets one email naming who's on their list that week, group by group. Each name links to the person's page, and Open the list in Trellis opens the group's list.

• Prayer shows only as "Asked for prayer". Notes never appear.
• Visitors aren't included.
• No one on the list means no email that week.
• Groups not taking new people are included, since they still meet.

A leader can turn it off with Stop these Monday emails at the foot of the email, then Yes, stop these emails, or with the Monday check-on email switch on Your profile. An admin turns it off for the whole church in Groups Settings by unticking Email leaders a Monday check-on list, then pressing Save.

Who sees check-ons

• Check-ons and seasons are seen only by the group's current leaders and co-leaders. Office staff and admins who don't lead the group see only the date someone was last checked on by their group, on the person's page in People, not how. An admin's Activity also shows who marked that date.
• A note added with Add a note goes into the person's Notes in the group, which office staff can read.
• The Monday email shows up in the office's message log only as "Monday check-on email", never the names.

Office staff who aren't the group's leader see a person's reasons for being on the list instead. When they've been in touch, they can press I’ve reached out, which takes the person off the list until roll is taken at a meeting after that day.

Change when someone is flagged

An admin can change two numbers in Groups Settings, under Check-on:

• Flag after this many missed meetings in a row: 2 unless you change it.
• Count someone as new for this many days: 45 unless you change it.

"Let us know" absences don't count as misses. See Take roll.

Still stuck? Ask Silas