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📋 AGM Attendance Guide – Red House Farm Allotments

This guide explains how to mark members as attended at an AGM or EGM, and how to check the attendance report. You'll usually be sat at a desk near the door with a laptop or tablet.

🚪 Marking Attendance at the Door

When a member arrives, you search for them and tap one button. That's it!

  1. Go to the register page: /agm-register/
  2. Check the meeting is correct — the year and meeting type (AGM or EGM) should already be set to the current meeting. If not, change them using the dropdowns at the top.
  3. Type the member's name or plot number into the search box.
    • You only need a few letters — results appear as you type
    • You can search by first name, last name, or plot number (e.g. "24x")
  4. Tap "Mark as Attended" next to their name. The button will change to "Attended" straight away — no need to press anything else.
  5. If a couple arrives together (e.g. both on the same plot), they'll both appear in the results. Just tap "Mark as Attended" for each person.
  6. Search for the next person — type a new name and the previous results will clear.
  7. When everyone in your search is done, a blue "Next member" button appears at the bottom — tap it to scroll back up and search again.

📝 Recording Apologies

If a member has let you know they can't attend, you can record their apologies. This goes into the official minutes.

  1. Search for the member on the register page, just like you would for attendance
  2. Tap the yellow "Apologies" button instead of "Mark as Attended"
  3. Their record will be saved as apologies sent

Note: Apologies do not count towards quorum — only members who are physically present count. You can record apologies before the meeting starts (e.g. go through emails received) or during.

📊 The Quorum Bar

At the top of the register page you'll see a live progress bar. This tells you at a glance how attendance is going:

  • The counter shows how many members have been marked attended out of the total, with a percentage, plus the number of apologies received
  • The progress bar fills up as more members arrive
  • The "Quorum" marker shows the minimum number needed for the meeting to be valid
  • Red bar = quorum not yet reached. The label tells you how many more are needed.
  • Green bar = quorum reached! The meeting can officially proceed.

What is quorum? It's the minimum number of members who must be present for the meeting to make valid decisions. For RHFAS this is 30 members or 10% of the total membership, whichever is higher.

📄 Viewing the Attendance Report

The report shows a full breakdown of who attended and who didn't.

  1. From the register page, tap the "View Report" button at the top. It will open the report for the meeting you're currently registering.
  2. Or go directly to: /agm-attendance-report/
  3. The report shows:
    • Total members, attended count, apologies count, and percentage
    • Whether quorum has been met
    • A green table of everyone who attended
    • A yellow table of everyone who sent apologies
    • A red table of everyone who hasn't attended or sent apologies
  4. You can change the year or meeting type and tap "View Report" to see a different meeting's attendance.

🔄 Resetting Attendance (Testing Only)

If you're testing the system before the real meeting, you can clear all attendance records and start fresh.

  1. On the register page, tap the red "Reset Attendance for This Meeting" button
  2. A confirmation box will ask if you're sure — tap OK to proceed
  3. All attendance for that meeting will be wiped and the quorum bar will reset to zero

Important: You can only reset the current year or future meetings. Past meetings cannot be reset — this protects the real records.

💡 Tips

  • Use a tablet — the page works well on iPad or similar devices at the door
  • You don't need to press Submit — each "Mark as Attended" tap saves immediately
  • Already attended? If someone has already been marked, their button will say "Attended" and can't be tapped again — no duplicates
  • Wrong meeting selected? Just change the year or type dropdown — the search results and quorum bar will update automatically
  • The AGM year refers to when the meeting is held, not the year being reported on. For example, the 2026 AGM covers the 2025 financial year.

❓ Common Questions

  • Who can use the register? Only Committee Members and Administrators. Ordinary members cannot see this page.
  • What if I mark the wrong person? You can't undo a single person, but you can reset the entire meeting's attendance and start again (current/future meetings only).
  • What members count towards quorum? Full Plot Members, Half Plot Members, and Associate Members are all counted.
  • Do apologies count towards quorum? No — only members physically present count towards quorum. Apologies are recorded for the minutes only.
  • Can I mark attendance for a past meeting? No — the system prevents this to protect historical records.
  • Where do I find the pages?