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Attendance

Once your conference begins and your Operators begin scanning Attendees into Sessions, the Attendance section will begin gathering all of this data. Here, you can view, create, and manage all scans and attendance logs obtained from your conference. Here, you will be able to do the following:

  • Manage Attendance - In this section, you will be able to see every single scan performed by your Operators. You can also see full attendance logs, create any logs or scans missing from an attendee, and fix any issues that have appeared from scanning.
  • Check-In Stations - You can install self-service check-in stations on any computer, tablet, or mobile device for when your attendees first arrive at your conference. You can set these up to allow badge printing from the device, update contact information, or even accept new registrations.
  • Email Broadcast - With the Email Broadcast feature, you can send out an email through Conference Tracker to any user in your Conference Tracker account. You can send these out to either specific people, or group them by roles, sessions, or attendee groups. This feature helps easily contact any user found in your account with any important updates to your conference.
  • Swipe Card - This section allows you to swipe an attendee in or out of a session. This is used as a backup method for attendance tracking. Use this if you are having any issues with your Conference Tracker app!
  • Session QR - The Session QR section allows you to generate QR codes for each of your sessions. If your attendees are using the Conference Attendee app, they can sign themselves in and out of a session using these QR codes!

Manage Attendance

In the Manage Attendance section, you can view and manage attendance logs and scans. A scan refers to a scan performed by an Operator when checking an attendee in to or out of a session. A log refers to when a user signs in and signs out of a session, creating a log of their time spent at that session. These logs show every users' swipes/scans into sessions. Each log will show the following:

  • Attendee's name, which session they logged into, the date, how much time was spent at the session, the attendance percentage and the status of the log.
  • Session name
  • Date of the log
  • Time spent at the session
  • Attendance percentage
  • Status of log
    • These statuses include: Valid, Not Signed-In, Not Signed-Out, Stayed Less Than Required, or Invalid

There are a few buttons on the top of this section, which we will go over in more detail later on in this section. They are as follows:

  • Create - This will allow you to create a new attendance log for a user.
  • Swipe a Card - You can use this option to manually check-in an attendee to a session.
  • View Swipes - This page shows each individual swipe.
  • Fix Swipes/Logs - These are located under the More button on the far right end of the screen. These pages give you tools and shortcuts to fix swipes and logs that have been entered with issues.

Under these buttons, you will see a section titled Search Filters. Here you can filter out Attendance Logs by customizing your parameters, such as what status the log is or which range of dates to search in. You can also filter out Simultaneous logs.

By clicking on any of the logs found on this page, you can view more detailed data on each of them. You can also choose to delete any log by clicking on the three dots on the right side of any log and clicking the Delete option.

Read the next sections that cover all the buttons available on the Attendance Logs toolbar.

Create

Clicking on the blue Create button will take you to the Create a New Attendance Log screen. The purpose of this section is not to track conference attendance as we have a much better system setup using our Conference Tracker App for Apple and Android devices but is used when you need to add logs that for some reason we're not able to be scanned into the system via the app.

When creating a new attendance log, you will be asked for the name of the attendee and the session which they attended. On the right-hand side, you can create in/out swipes by pressing the Plus button. Here is an example of a created log: (insert photo)

If the Date and In / Out Times does not match the actual Workshop date and is during the start/end times of this Session then the log you are creating may be considered as one of the errors called Duration less than minimum and the Attendee will not get credit until the log is corrected.

Swipe a Card

This section allows you to swipe an attendee in or out of a session. This is used as a backup method for attendance tracking. Use this if you are having any issues with your Conference Tracker app!

Here are the steps to swipe-in/out Attendees to a Session/Workshop manually not using the Conference Tracker app (which is the preferred method):

  1. First, select the swipe Type of either Sign-In or Sign-Out to their corresponding arrow.
  2. Next, type in the Session/Workshop name to search and select an available Session/Workshop you want to track.
  3. Now type or swipe the Attendees' ID number/mag-strip/bar-code to enter it in the Swipe a Card box.
  4. Finally, you must click the Swipe button to save this swipe and move to the next one.
The first 2 options will remain selected to allow you to simply swipe or type the next Attendees' ID number/mag-stripe/bar-code to enter it in the Attendee box.

View Swipes

This screen displays every swipe captured by Conference Tracker. The default view will show any unresolved swipes, usually an invalid card number. You can change this view by using the search filters on this page. Clicking on any of the swipes will give you more detailed information about them, including:

  • Type of Swipe (Sign in or Sign Out)
  • When the swipe took place
  • Card Number
  • Location of Swipe
  • Which Session they swiped for
  • Name of Attendee

If clicking on any unresolved or invalid swipe, the swipe detail page will allow you to fix any errors within that swipe. You can also delete any swipe by either clicking on the red Delete button on the top of the detailed swipe view, or by clicking on the three dots on the right side of any swipe name in the main swipe list.

Fix Swipes

Some scans during a conference may end up being an Unresolved Swipe. Unresolved Swipes are instances of scans that were successfully taken, but the scan could not be assigned to an attendee. This usually occurs if the device that is scanning attendees is not Synced properly or if the Operator made a mistake while entering an attendee manually. Clicking on Resolve will show the complete list of Unresolved Swipes.

You will be able to see the Date, Time, Session, and Card Number of the scan. Typically, the system will automatically be able to match up the number with an attendee, and the option to Use *Attendee Name will appear to the right of the log. This will automatically resolve the swipe and place it in the Attendance Logs section of the website.

However, if the system could not match the number to an attendee, you will instead have a search box to the right of the log. You will have to determine who the attendee is and assign the log to them.

It is important to resolve these swipes, as attendees with unresolved swipes will NOT earn credit for attending the session.

Fix Logs

You can use this tool to bulk fix all logs in a specific session. You have these options available to you and they can be used one at a time or in combination with each other:

  • Remove swipes before the session started: This will remove any swipes done before the session start time.
  • Remove swipes after the session ended: This will remove any swipes done after the session end time.
  • Create swipe at the beginning of the session: This will create an “In” swipe at the session start time.
  • Create swipe at the end of the session: This will create an “Out” swipe at the session end time.
  • Change all swipes close to the start to be sign-ins (in a 10' frame): Any swipe within a 10-second time frame of the session start time will be converted to an “In” swipe.
  • Change all swipes close to the end to be sign-outs (in a 10' frame): Any swipe within a 10-second time frame of the session end time will be converted to an “Out” swipe.

After selecting the changes you want to be made on the logs, select a session from the Session field and then choose the type of Invalid log you want to be changed.

Once complete, select Apply Changes at the bottom of the page.

This tool can NOT be used to create swipes. It can only be used to modify existing swipes.

Check In Stations

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This function allows you to create stations on your device that can be set up for attendees to self-check-in. The Check-In Station is installed directly onto the web browser. Attendees simply need to search themselves on the station by using their email address and last name.

Creating a Check-In Station To create a check-in station, click on the blue Create button on this page. You will be asked for a name for your check-in station and any instructions you would like to provide your attendees when they are using this station. You can also enable or disable several options on the station:

  • Allow Badge Printing: Set whether or not attendees will be able to print their badges from the station.
  • Allow updating contact information: Set whether or not attendees will be able to change their registration information.
  • Allow new registrations: Set whether or not attendees will be able to register for the event at the station.
  • Show captcha on registration screen: Set whether or not a Captcha should be shown at the end of the registration process.

Once this form is complete, you can click on the Save & Install button at the bottom of the screen, or if you are not ready to install it, the Save Changes button will save this form without installing it. Once installed, you will need to log out of Conference Tracker fully. When accessing the Conference Tracker home page, you will now receive a page with the basic information about your conference. If enabled, you will also be able to register for the conference on this page. At the top of this page, you will see a yellow banner alerting you that you are at a check-in station. You can click on the link in this banner to take you to the check-in page, or you can wait for the count down to finish and you will be redirected automatically.

Once at the check-in page, you will be asked for your email and your last name. Once entered, you will be given some more options, such as check-in, print badge, and update contact info.

Email Broadcast

This is a great new tool to communicate with any group of users from Administrators, Exhibitors, Presenters, and more! You can e-mail just one specific attendee or multiple users of your choice through Conference Tracker. This makes it easier to contact all of the users in your account without having to email them one by one.

Just like in the Badge & Certificate Designers you can add Keywords to display the name of a Presenter, the workshops they attended, etc. This can all be done using Keywords such as:

  • $FullName$
  • $Title$
  • $Company$
  • $PhoneNumber$
  • $Email$
  • $Workshops$
  • $Credits$
  • $City$
  • $State$
  • $StreetAddress$
  • $ZipCode$

Swipe Card

This section allows you to swipe an attendee in or out of a session. This is used as a backup method for attendance tracking. Use this if you are having any issues with your Conference Tracker app!

Here are exact steps to swipe-in/out Attendees to a Session/Workshop manually not using the Conference Tracker app (which is the preferred method):

  1. First, select the swipe Type of either Sign-In or Sign-Out to their corresponding arrow.
  2. Next, type in the Session/Workshop name to search and select an available Session/Workshop you want to track.
  3. Now type or swipe the Attendees' ID number/mag-strip/bar-code to enter it in the Swipe a Card box.
  4. Finally, you must click the Swipe button to save this swipe and move to the next one.
The first 2 options will remain selected to allow you to simply swipe or type the next Attendees' ID number/mag-stripe/bar-code to enter it in the Attendee box.

Session QR

If your account has the Conference Attendee app-enabled, you can take advantage of our Attendee Self-Sign In feature with the Session QR section on Conference Tracker. In this section, you will be able to generate check-in and check-out QR codes for all of your sessions. With this QR code, your attendees can bring up a scanner on their Conference Attendee app and sign-in and out of sessions on their own. This QR code can be displayed on a monitor or physically printed.

You will see two options in this section, Show On-Screen and Export to PDF.

Show On-Screen

Clicking on this section will take you to the Session QR screen. Here, you will be able to edit your Session QR code with the following options and filters:

  • Session - In this text box, you can choose the session you would like to generate QR codes for. Just type the name of your desired session and Conference Tracker will show you all of the available options.
  • Refresh Time - This option allows you to automatically refresh the QR code. This option can deter any potential sharing of the session's QR code to individuals who may not be present at the session. You can disable this feature by choosing the Never option in the drop-down menu. With the Never option chosen, the QR code will never refresh and remain the same throughout.
  • In/Out - This option allows you to create only a sign-in QR code, only a sign-out QR code, or both a sign-in and sign-out QR code for your session.

Once you have picked your settings, click the green OK button at the bottom of this page and you will see your QR code generate. Your attendees will be able to use these QR codes from your monitor, or you can print this page through your web browser's print features as well.

Export to PDF

The Export to PDF feature allows you generate all of your Session QR Codes for all of your Sessions in a few simple clicks. They will generate in a downloadable and printable PDF format.

  • Session - If you would like to generate a PDF file with just one Session's QR Code, then you can use this field to search for the session in question. Otherwise, you can leave this blank and the PDF file will include all of the Session QR Codes available in your conference account.
  • In/Out - Here, you can choose if the PDF will include the Sign-In QR Code only, the Sign-Out QR Code only, or both QR Codes for each session.

Once you have finished editing your settings, click on the blue Print button to have Conference Tracker begin generating your QR Code PDF file. Once it is finished, the button will turn green and be labeled View File. Click this new button to view your newly generated PDF file containing all of your Session QR Codes.

Extra Documentation