Manage Event Part VII: Take Attendance

Manage Event Part VII: Take Attendance

1. During (at the door) or after an event, you can "check in attendees" to mark attendance/indicate who showed up and who didn't.
2. You can take attendance by manually checking people in or by scanning the bar code on a ticket. Please Note: if this is a Zoom-integrated event, attendance will automatically be taken/marked for all attendees who use their personalized Zoom link to join your meeting.
3. When checking people in manually, you have three options: a) by attendee (alphabetical list of attendee names), b) by registrant (list of people who bought tickets), or c) bulk check in (check multiple people in at one time).
4. For all three methods, you can maximize the attendance screen (to make it easier to use on mobile devices) by clicking the Maximize (outward arrows) button in the upper left.

   

5. This will hide everything but the attendance portion of the screen/will minimize all other CRM features.

   

6. You can exit mobile optimized mode by clicking the Minimize button (inward arrows) in the upper right.

   

7. To take attendance manually by attendee, first start by viewing the event and click on Manage Attendees.

   

8. Click on the Check In Attendees.

   

9. This will present a list of all ATTENDEES arranged alphabetically. If you have not captured attendee data (no registration form configured for the event or registrants have not filled out the registration form, then you will only see "Guest 1," "Guest 2," etc. here
10. You can filter/search the attendee list by using the search boxes at the top of the screen.

    

11. If this is a repeating event, you will have the option to select which day/session you are taking attendance for by selecting the date from the Event Schedule drop down in the upper right. However, this will pre-select the nearest date/schedule by default.
    

    

12. Click the gray CHECK IN box to the left of each name of the people who attended the event. The check mark in the box will change to green and the text will change to CHECKED IN.

    

13. When you click MORE ACTIONS on the upper right you can sort the attendees by registrant, scan ticket, and bulk check in.

    

14. Selecting bulk check in will replace the Check-In button before the names of the attendees to a check  box. When you mark/check an attendee, a green Check-In and red Check Out buttons will appear on the bottom right.

    

15. The status bar at the top of the screen will indicate the % of registered attendees actually attended the event.

    

16. If this is a Repeating Event With Multiple Sessions (such as a class), you have the option to Check In or to also mark as Cancelled by clicking the down arrow on the CHECK IN box. Cancelled here means an excused absence - the person notified you ahead of time they would not be attending this particular session of the event, but they will attend future ones (different from canceling their registration which means they won't attend ANY of sessions). For non-repeating events, there is no way to indicate an excused versus unexcused absence. Attendees are either checked in (attended) or not.
17. To mark an excused absence for a repeating event with multiple sessions, select Cancel from the drop down and then in the Reason pop up box indicate the reason the person will not be attending. Clicking Add to save.

    

    

    

18. The person will now show as cancelled (excused absence). You can edit the reason by clicking the pencil next to their cancelled status.

    

19. If you accidentally mark someone as excused/cancelled who should not be, hover over the check in box and select Undo.

    

20. For all event types (both repeating and non-repeating), if you accidentally mark someone as attended who should not be marked as such, you can click on the CHECKED IN box and it will cancel the checked in status (hovering over the box will change the text to CHECK OUT. Click the box to cancel the checked in status).

    

21. You can also manually check in attendees via registrant (the person who bought the tickets) (option b). This will present you with a list of registrants and a box to indicate the # of people accompanying the registrant. This saves time hunting through an alphabetical list of attendees, since the attendees who are part of the same party will most likely arrive together. To use the "by registrant" attendance method, click the More Actions button in the upper right and select By Registrant.

    

22. On the By Registrant attendance screen, you can indicate the number of people attending with each registrant by selecting the quantity from the Guests drop down under each registrant's name.

    

23. You also have the option to check multiple people in at one time by clicking a check box next to their name (option c). To use this option, click the More Actions button in the upper right and select Bulk Check In.

    

24. Now, each attendee will have a white check box next to their name (you can also click the white box above the attendee filter to select all). Click the box next to the people you want to check in and then click the green Check In box in the lower right.

    

25. You can also use this method to bulk check out/cancel attendees by selecting the check box next to each name and clicking the red Check Out box in the lower right.
26. To check attendees in by using a bar code scanner to scan the bar code on event tickets (which can be printed out or shown to you on a mobile device), click the More Actions button in the upper right and select Scan Ticket (see this tutorial on which bar code scanners are compatible with Fundly CRM). Please Note: only special bar code scanners can scan codes on computer screens and mobile device screens! See the tutorial linked above for more information.

    

27. This will open up a Scan Ticket dialog box. You can now scan tickets to mark attendance.