How To: Track Attendees of an Event

Audience: Event Manager

Introduction

The attendee tracking process begins when individuals register for an event and ends with the registrant being marked as attended. This article will walk you through the registration process, provide guidance on how to manage an event waitlist, outline the different ways you can check-in event registrants and how to log event walk-ins.

Note: To view the full list of notifications for the Event Journey, click here. (You must be signed into your @scorevolunteer.org account.)

Table of Contents:

• Volunteer Registration
• Registration Form
• Email Notifications Info
• Waitlists
• Event Check-in
  • Check-in Form
  • QR Code
  • Update Attendance for Zoom Webinars
  • Manually Edit the Registrant Record in the System
  • Bulk Edit Registrants
• Walk-ins
• Zoom Integration

Volunteer Registration

There are cases when a volunteer is also a client and attends events and receives mentoring. If a volunteer is attending an event in a client capacity and would like to register for the event, we recommend they use their personal email address so their interactions with SCORE as a client and a volunteer can be tracked separately. If they are attending an event in a volunteer capacity, they should not register for the event like a client, so they are not included in the attendees reported for that event.

If the volunteer is attending an event as a volunteer for provisional training or for other volunteering reasons, they must register for the event directly with the Zoom link and not through Engage. The Engage registration is intended to track client attendees and if a SCORE email address is used, it will flag you as a client in our system and will count you as a client in our SBA reports.

Registration Form

The registration form can be accessed using the event’s registration link. This link can be copied into a Constant Contact email or accessed through the website by clicking on the register button.

Note: There are cases when a volunteer is also a client and attends events and receives mentoring. If a volunteer is attending an event in a client capacity and would like to register for the event, we recommend they use their personal email address so their interactions with SCORE as a client and a volunteer can be tracked separately. If they are attending an event in a volunteer capacity, they should not register for the event like a client so they are not included in the attendees reported for that event.

1a) Clicking on the registration link brings you to the registration form. Once on the registration form, the Event Details and Event Contact information will be populated. Here, the registrant will enter their  Contact Information and click Next Page.

1b) For Paid Events, click and registrants will be taken to the Payment Information page.

2) The registration is completed when the registrant sees the Thank you for registering this event page.

Email Notifications Info

Event registrants always receive a confirmation email and a reminder email from the system. To view the full list of notifications for the Event Journey, click here. (You must be signed into your @scorevolunteer.org account.)

Zoom Webinar Integration setup vs Others

For events that are set up using the Zoom Webinar Integration tool, their registrants will receive two initial emails simultaneously – one to confirm the registration of the event and another with the Zoom webinar details. Registrants will also receive a reminder email a day before the event - this reminder email will not contain the webinar details since this comes direct from Engage (and not Zoom). As a practical alternative, you can change webinar email settings for a specific webinar in Zoom to send an additional email with the webinar details.

For events that are set up as Zoom Meetings or in another web conference platform, their registrants will only receive the confirmation email. Chapters are responsible for sending out the relevant details for their online workshop to the registrants. Registrants will receive a reminder email a day before the event.

Waitlists

Note: A waitlist must already be configured in your event’s registration settings for registrants to be added or removed from it

1. 1. If you receive a notification that someone has canceled their registration to an event, the Event Manager will need to determine the process for moving people from the waitlist to a status of 'registered'.
      
      
   2. You need to access the individual’s registrant record and manually change their status from 'waitlist' to 'registered'. From the Home Page, select Events. 
      
      
      
      
   3. Select the event record by clicking on the Event Name.
      
              
      
      
   4. You can view anyone who has registered for the event under Event Registrations. Click View to access their registrant record.
      
          
      
      
   5. Click on the pencil icon of the Status field and select Edit Status. Select ‘Registered’ and then click Save.
      
             

Event Check-in

Business rule: Event participants now have the option to use the self-check-in form if they are not registered for the event. This is a new process of collecting registrant data and payment in real-time. The participant will be designated as walk-in. Registrants now have the option to use a QR code to check-in to an event. This is a new method of participant check-in and chapter members will need to employ new methods of technology (bar code scanning app) to ensure clients have a positive experience. The Event Manager now has the ability to update the registrant status of all registrants in bulk.

You can check-in registrants four different ways. You can use the check-in form, use the QR code in their registration email or on their registrant record, manually change their status to attended on the registrant record, or perform a bulk update to a group of attendees. Note: If this is an online event, the link to join will be sent prior to the start of the event.

Check-in Form

1. Registrants can be checked-in using the event check-in form. To access the form, navigate to the event record and click the Event Check-in button.
      
   
   
2. You can simply enter the email address used to register or you can enter the First Name, Last Name, and Email and click Next.
   
                   
   
   
3. You will receive a confirmation that the registrant has been checked in.

QR Code

1. If this is an in-person event, you can use the QR Code below to Check-in. Registrants can be checked-in with their QR Code by using any bar code scanner or a QR Scanner on a mobile device.
2. Scan the QR code from the registrant’s confirmation email or navigate to the registrant record and scan the QR code on the record.
   
   
3. Once the code has been successfully scanned, the registrant’s status will be updated to 'Attended' in the system.
   
   

Update Attendance for Zoom Webinars  

Note: With the Zoom Integration feature, the Event Registration is automatically updated after the event manager sends a request to update attendance. 

1. After the Zoom webinar has concluded, log back in to Engage.  
   
2. Select the event record.
   
   
3. Click Update Attendance to request Zoom to send the data to Engage. 
   
   
4. A request will be sent to Zoom. Click Finish on this next window.   
   
                            
   
   
5. Then, the Event Registrations will be updated automatically.
   

   Subsequently, the Event Status will also be automatically marked to Completed.

   

Manually Edit the Registrant Record in the System for Local Event

1. Registrants can be checked-in to the event by manually accessing their registrant record and changing their status. To do this, locate their registrant record on the event record and click View. 
   
      
      
2. Once on the registrant record, locate the status field and click on the pencil icon to edit the status.
              
   
   
3. Change the status from 'Registered' to 'Attended'.
   
4. Click Save.
   
   

Bulk Edit Registrants

1. From the Home Page, click Update Registrations.
  

2. This will bring you to a list view of all event registrants that allows you to edit the registration information in bulk.  

       

3. You can filter the list by: 
     a. Using the drop-down arrow next to events to select Update Registrations.    

       
  
b. Or by clicking on the Event column header to sort Events.

       

4. You can then review the registrants of the event and the current status. To perform a bulk update, select all registrants with a status of registered by clicking on the checkbox next to their record. 

         

5. Hover until you see the pencil icon  to edit. Click on the pencil icon. 
                     

6. A drop-down field will appear allowing you to select a new status. 

                                                         

7. Select Attended.

                                                      

8. Click on the checkbox to update the selected registrants. And click Apply.


                                                            

Walk-ins

1. You will use the check-in form to register and check-in walk-ins to an event. To access the form, navigate to the event record and click the Event Check-in button.
   
      
   
   
2. Enter the email address used to register or you can enter the First Name, Last Name, and email and click Next.
   
       
   
   
3. You will receive a message that you are not registered for the event and will be provided a link to register as a walk-in.
                  
   
   
4. The walk-in checkbox will be selected on their registrant record and their status will be set to 'Attended'.
   

   Note: With the Zoom Integration feature, the waitlisted client in a Zoom Webinar automatically receives the Zoom details when their status is updated to Registered.