It is not necessary to configure settings for recording event attendance if the default settings are adequate. However, there are several configuration options that can better align the tool for your process.
In addition to the configuration options, there are a variety of ways to check in attendees.
Configuration Options
Occurrence – Each occurrence of an event can be configured with distinct settings, if more than one time and place is defined for the event. Distinct QR codes are also available for each occurrence so you can authorize gatekeepers for one occurrence and not for another, and separately record attendance at each occurrence.
Gatekeeper Code – Clicking the Gatekeeper Code will open a new window with a large version of the QR code that can be saved, copy/pasted, or printed to authorize people as gatekeepers for just the one occurrence. The code should only be shared with people who should be authorized to check other people in for your event.
TIP: If the Gatekeeper Code is ever compromised (for example, if it is improperly shared with attendees), the blue button by the code can be clicked to change generate a new code and to disable the previous one. The Gatekeepers page will show who has used the code and will let you remove any unauthorized gatekeepers.
Self Check-In – The Self Check-In option may be an effective way to record attendance for events for which it is impractical to have gatekeepers stationed with laptops with card readers. The Self Check-In option risks some attendees not recording their participation. Selecting this option will change the Check-In Code to one that does not require an authorized gatekeeper. Scenarios for which self check-in may be suitable include:
- Recording attendance at an indoor meeting. Copy the Check-In Code onto a presentation slide for members of the audience to scan.
- Recording visitors at an unattended venue such as an art gallery. Print the Check-In Code and place by the exit with a request for visitors to provide a record of their visit.
- Recording visitors at an outdoor venue that lacks access control, such as in a plaza which attendees can enter from any side. Organization representatives can carry a printed Check-In Code and approach visitors as they arrive and ask them to scan the code to provide a record of their visit.
TIP: Gatekeepers serve to verify all attendees. If you need a precise certified record of who attended (such as to give credit for participation), then do not choose the Self Check-In option.
TIP: To incentivize attendees completing the Self Check-In process, consider offering a door prize to be awarded at the end of the program (must be checked in to win).
Multi-Entry – Typically, you only want to record a person’s attendance only one time for an event. However, for events that span a period of time in which attendees are expected to come and go repeatedly, it may be desirable to record . Scenarios for which multi-entry may be suitable include:
- An art exhibit that lasts several weeks. Patrons may return to enjoy the display on multiple days during the exhibit.The appropriate setting could be to record attendance at most one time per day.
- A career fair which may be attended by students before and after classes throughout the one- or two-day event. The appropriate setting would be to record attendance at most one time per hour.
Max Guests – This feature is not yet implemented.
Check-In Code – This code is generated differently based on the Self Check-In option setting. It can be changed by clicking the blue button next to the code. Changing the code will prevent use of the previous code. Clicking the code will open a new window with a large version of the code with instructions of how it can be used.
Attendee Export
After at least one person has been checked in for an event, a button will be added to the Attendance Settings page that lets you download an Excel spreadsheet of all attendees that have been recorded. The spreadsheet will include the person’s name and email address, if known. Although UINs may be captured or found for attendees, UINs are not included in exported data except to authorized employees of the university.