From clipboard to attendance count

What it reads

Take one photo per page, flat and in good light. Grantkeeper reads each line, counts visits and different people, and notes first-time visitors when the sheet has a column for it. It keeps a running spreadsheet by program and date in your files, so quarter and year totals are a text away.

Lines it cannot read are counted as unread and listed with the page they came from, so the totals stay honest and you can fix them.

Reports and privacy

Funder reports usually need counts, not names. Grantkeeper reports counts unless you ask for a list, and it keeps sign-in details out of donor records and ads. Some programs collect sensitive details, such as health or immigration information; leave those off sign-in sheets entirely.

Counting people versus visits

Funders ask in different ways. Some want unduplicated people served, some want total visits, some want both by month. Grantkeeper keeps both: a visit for every line, and a person for every name it has not seen before in that program. When two lines look like the same person written two ways, such as "Maria G." and "Maria Gomez", it asks you instead of merging them on its own.

Tell it how your funder counts and it reports that way, with the date range and the pages it read, so the number in the report can be traced back to the sheets.

A fictional example

An ESL class sends two photos a week. At the end of the quarter the director asks for the numbers for the county report: 214 visits, 61 different people, 18 of them new this quarter, and 5 unreadable lines listed with the dates they came from.

The counts feed the grant report draft and the Monday director brief.