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 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.
Click on the event you want to manage and then click on the box that says "Track Attendance."
Tracking participation manually
The first method to assign participation to a user is to click the +Add Attendance button. Here, you have three tabs with different options for adding event participation.
On the "Invitations" tab, you will be shown 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.
On the "Text Entry" tab, you can enter attendee information in bulk, using either the users' campus email addresses or their Card ID numbers. 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. Note: You will only have the ability to upload ID numbers if you have Card IDs configured for your community. Reach out to your Consultant for more information.
Finally, the "File Upload" tab allows you to enter a .csv or .txt file containing attendees' email addresses or ID numbers. 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. Note: You will only have the ability to upload ID numbers if you have Card IDs configured for your community. Reach out to your Consultant for more information.
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 utilize. 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 its 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."
You are now ready to begin swiping. The system will process the entry and display "Success" or and "Error" message. When you are finished, return to the "Track Attendance" page to view all of the cards that have been swiped. Note that any user listed with an "Unidentified Attendance Record"
had a successful card swipe but has not logged into the site yet. Upon logging in, their information will display appropriately on events they've attended.
Tracking attendance using Mobile Check-Ins
New to Engage is the ability to track student engagement on-the-go using the Event Check-in App. Read all about this new addition to event participation tracking here!