As an organization officer with full access to manage events, you have the ability to track event participation to keep track of who is attending the events that your organization hosts. The first step in this process is, of course, to create your event! Once your event has been approved, you can manage RSVPs and invitations and finally track the attendance at your event.

To track event participation, navigate to the Action Center for your organization and click the Events tool.

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Click the event you want to manage and then click Track Attendance.

Tracking participation manually

The first method to assign participation to a user is to click +Add Attendance button. Here, you have three tabs with different options for adding event participation.

Invitations

On the Invitations tab, you will see a list of users that were invited to the event. For each user, select the appropriate level of attendance (Attended, Absent, Excused, or N/A). You can also add additional comments about a user's attendance, if applicable.

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Text Entry

On the Text Entry tab, you can enter attendee information in bulk, using either the users' campus email address or their Card ID numbers (either the ID number alone or the full swipe string will work!). So, if you collect users' email addresses during sign-in at an event, you can copy and paste that information into the text entry field and add that attendance data. For each entry, you can also choose the attendance status. Enter up to 500 attendees using this method, with one email or ID per line. 

You will only have the ability to upload ID numbers if you have Card IDs configured for your community. Contact your Consultant for more information.

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File Upload

Finally, the File Upload tab allows you to enter a .csv or .txt file containing attendees' email addresses or ID numbers/string. Select the identifier type, upload the file, assign the proper level of attendance credit, and click Upload.  Please limit attendance uploads to a maximum of 1,000 records.  

You will only have the ability to upload ID numbers if you have Card IDs configured for your community. Contact your Consultant for more information. 

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Tracking attendance using card swipe

The other method for assigning participation is through the use of card swipe. This is a feature that your campus may or may not use. Please contact your campus directly if you’re curious about using this feature.

If you do have card swipe and you have a reader or scanner, plug it into your computer via the USB port. You can double check it's working by opening a text document then scan your card. If the reader automatically displays the card string on your text document then your card is ready to be used on Engage.

On the Track Attendance page, copy the Swipe Access Code. Then, click the URL to go to the swipe page. Enter the access code and click Submit.

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You are now ready to begin swiping. The system will process the entry and display either Success or Error. When you are finished, return to the Track Attendance page to view all of the cards that have been swiped.

If you see an attendance record listed as "Unrecognized User" in the Event Attendance screen, this indicates that the Card ID recorded does not match a Card ID assigned to any Engage User. Check the User List to make sure that the Card ID has been assigned appropriately.

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Tracking attendance using Mobile Check-Ins

Read all about the new the ability to track student engagement on-the-go using the Event Check-in App.

 

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