User Management & Attendance Tracking: Building Your Guild's Foundation

A well-organized guild starts with proper member management. This guide covers everything from creating user accounts and assigning roles to tracking attendance with screenshot verification and automatic point awards.

Table of Contents

1. Introduction
2. Understanding Roles
3. Creating Members
4. Managing Permissions
5. Recording Red Boss Attendance
6. Recording Guild Boss Attendance
7. Uploading Screenshots
8. Applying Penalties
9. Member View: My Attendance
10. Archiving Users

Introduction

Tracking who shows up and who contributes is essential for fair guild management. L9 MMS provides a complete system for managing members and recording attendance.

Key Features:

• Four-tier role system for controlled access
• Dual-source attendance with different point values
• Screenshot verification with automatic name matching
• Absentee penalties for mandatory events
• Complete history visible to members and admins

Point Values:

• Red Boss kills award 200 points per attendance
• Guild Boss activities award 10 points per attendance

Understanding Roles

L9 MMS uses four permission levels. Each role includes all permissions from the roles below it.

Member

The default role for all guild members.

Can do:

• View the dashboard and boss timers
• View leaderboards
• Submit requests (if enabled)
• View their own attendance history

Manager

Trusted members who help with daily operations.

Additional abilities:

• Mark bosses as killed
• Record attendance for any member
• Process requests (fulfill/reject)

Administrator

Officers who manage guild settings.

Additional abilities:

• Create and edit user accounts
• Change user roles (except Super Administrator)
• Modify system settings
• Manage boss entries

Super Administrator

Guild leaders with complete control.

Additional abilities:

• Manage all roles including other Super Administrators
• Access all settings and features
• Delete records and perform corrections

Creating Members

Add new guild members through the User Management page.

Step 1: Open User Management

1. From your guild dashboard, click Admin
2. Select User Management

You'll see a list of all current members with search and filter options.

Caption: User Management page showing member list with Create Member button

Step 2: Click Create Member

Click the Create Member button. A form appears with the required fields.

Step 3: Fill in Member Details

Username (required) The display name used throughout the platform. This should match their in-game name for easy identification during attendance.

Email (required) Used for login. Each email must be unique within your guild.

Password (required) The initial password. Members can change this after their first login.

Role (required) Select from the dropdown:

• Member (default)
• Manager
• Administrator
• Super Administrator

Step 4: Save

Click Create Member. The new member can immediately log in with their email and password.

Member Limits

Your guild has a maximum member limit. You'll see a counter showing how many slots are used (e.g., "45/50 members"). If you reach the limit, archive inactive members to free up slots.

Managing Permissions

Permissions are primarily controlled through roles, but you can view what each role can do.

Role-Based Access

When you assign a role, the member automatically gets all permissions for that role:

Changing Roles

To change a member's role:

1. Find them in User Management
2. Click on their row to edit
3. Select a new role from the dropdown
4. Click Save

Role changes take effect immediately.

Recording Red Boss Attendance

Red Boss attendance awards 200 points per member and links to a recorded boss kill.

Step 1: Open Attendance Tracking

1. Click Admin in the navigation
2. Select Attendance Tracking

Caption: Attendance Tracking page showing the list of records and the + button to create new

Step 2: Start New Record

Click the + button in the top-right corner.

Step 3: Select Source

A dialog appears asking for the attendance source. Click Red Boss.

Caption: Source selection dialog showing Red Boss and Guild Boss options

Step 4: Select Kill Log

Choose from the list of recorded boss kills. Each entry shows:

• Boss name
• Kill date and time
• Who recorded the kill

Caption: Kill log selection showing recent boss kills to choose from

If the kill isn't listed, you need to mark the boss as killed first in the Red Boss dashboard.

Step 5: Select Attendees

Use the multi-select dropdown to choose all members who attended the kill.

Tips:

• Type to search by username
• Click names to add them
• Click the X next to a name to remove them
• Use "Select All" then remove absences for high-attendance events

Caption: Attendee selector showing member names with checkboxes

Step 6: Add Details (Optional)

• Notes - Add context about the kill
• Additional Points - Award bonus points beyond the base 200

Step 7: Submit

Click Create Attendance. Each selected member receives 200 points (plus any bonus), and the record appears in the attendance list.

Recording Guild Boss Attendance

Guild Boss attendance awards 10 points per member and is used for smaller activities.

When to Use Guild Boss

• Daily guild events
• Training sessions
• Minor boss encounters
• Any activity worth tracking but not at Red Boss level

Recording Process

1. Click the + button in Attendance Tracking
2. Select Guild Boss as the source
3. Enter the Boss/Event Name manually
4. Set the Kill Time (date and time)
5. Select attendees
6. Click Create Attendance

Caption: Guild Boss form with manual name entry and date/time picker

Each attendee receives 10 points automatically.

Uploading Screenshots

Screenshots provide verification for attendance records. You can upload up to 5 images per record.

Adding Screenshots

When creating or editing an attendance record:

1. Find the Screenshots section
2. Drag and drop images into the upload zone, or click to browse
3. Supported formats: PNG, JPG, WebP
4. Maximum 5 screenshots per record

Automatic Name Matching

When you upload a screenshot showing player names (like a party list or raid frame), the system automatically scans for text and matches it against your guild members.

How it works:

1. Upload a screenshot showing player names
2. The system extracts visible text
3. Names matching guild members are highlighted
4. Click to auto-add matched members to the attendee list

Tips for best results:

• Use clear, high-resolution screenshots
• Party lists and raid frames work best
• Ensure names aren't cut off or obscured

Viewing Screenshots

After saving, screenshots are visible:

• In the attendance record detail view
• To the member in their "My Attendance" history
• In audit logs for transparency

Applying Penalties

For mandatory events, you can penalize members who didn't attend.

Enable Penalties

When creating an attendance record:

1. Check the Apply Absentee Penalty checkbox
2. Members NOT in the attendee list receive a point deduction
3. The penalty amount is configured in System Settings

How Penalties Work

• Only members not selected as attendees receive penalties
• Penalties are logged separately in point history
• Members can see their penalties in "Missed Attendance"

Excluding Members from Penalties

Some members should never receive penalties (on leave, new recruits, etc.):

1. Go to Admin > System Settings
2. Find Exclude Users from Absentee Penalties
3. Select members to exclude
4. They won't receive penalties regardless of attendance

Member View: My Attendance

Regular members can view their own attendance history.

Accessing My Attendance

Members click Attendance in the navigation to see their personal records.

My Attendance Tab

Shows all events they attended:

• Boss/event name
• Date and time
• Points earned
• Screenshots attached (if any)

Missed Attendance Tab

Shows events they missed (if penalties were applied):

• Event name
• Date and time
• Points lost

Stats Cards

At the top, members see:

• Total Attendance - Number of events attended
• Unique Bosses - Different bosses they've participated in
• Missed Attendance - Events they missed (if any)

Archiving Users

When members leave your guild, archive their accounts instead of deleting them.

Why Archive?

• Preserves history - Attendance records remain intact
• Frees up slots - The username and email can be reused
• Reversible - Archived members can be reactivated if they return

How to Archive

1. Go to Admin > User Management
2. Find the member to archive
3. Click Archive (not Delete)
4. Confirm the action

What Happens

• Member can no longer log in
• They don't appear in active member lists
• Their historical attendance and points remain visible
• Their email and username become available for new accounts

Reactivating Members

If an archived member returns:

1. Go to User Management
2. Toggle the view to show archived members
3. Find the member and click Reactivate
4. Reset their password if needed

Related Guides

• Red Boss Tracking with Discord Reminders - Set up the bosses that generate attendance

Need help? Contact your guild administrator or reach out through the platform dashboard.