Note: The ability to create/edit sessions in a Conferences i/o app will require that you have our multi-session level of service. If your app doesn't have administration choices for Manage Sessions or Manage Presenters, this usually means that you have our more affordable single-session app, which only supports use for one meeting or session at a time. If you are interested in upgrading, please contact your account manager or reach us at email@example.com
When the Attendance Tracking feature is enabled in your app, it will unlock additional fields and settings within the Manage Sessions system. To access this area, click on 'Manage Sessions' from your Admin dashboard.
To prepare your sessions for attendance tracking, you'll need to either edit each session one at a time, or use our Bulk Update option. We'll look first at editing a single session. To do so, click the 'Edit' hyperlink shown beside an existing session on the Manage Sessions screen.
The standard fields that appear at the top of the Create/Edit a Session page include:
When Attendance Tracking is enabled in your app, the following new fields and settings are available on the Create/Edit a Session page:
Attendees must check-in to this session: When checked, users will be prompted to enter their attendee identification information that you have setup as soon as they join the session. A timestamp is captured when they check-in.
Attendee Check-In Code: If you enter a value here, attendees will be required to enter this code successfully before they can join the session. This code is not case sensitive (the user can enter it as lowercase or uppercase).
Attendees must check-out from this session: When checked, users will see a button at the top of the screen labeled "Check-Out". When an attendee clicks this button, they will be asked to confirm that they truly want to check out. This action will be timestamped in the system and available in the reporting. Also, if check-out is used, the report will include a calculated value for "Total Time Spent" and "% of Total Time Spent" in the report output. This can be handy if it's important to know if the attendee stayed for a majority of the session.
Attendee Check-Out Code: If you enter a value here, attendees will be required to enter this code successfully before they can check out of the session. This code is not case sensitive (the user can enter it as lowercase or uppercase).
Note about Streamlined Self Reporting Use: When using the streamlined self reporting mode, you do NOT need to check the box for "Attendees must check-in". All sessions, regardless of the field settings listed above, will appear when users click to Add a session via the streamlined mode. You can specify a "check-in code" however, and if there's a value set for the 'check-in code', users will be prompted to enter that code when adding a session that they've attended.
Note about Kiosk Mode: When using the Kiosk mode (e.g., a tablet or laptop in the room for users to quickly check into a specific session), you do NOT need to configure any of the attendance tracking fields listed above. Also, any check-in code that might be entered for a session will be ignored for Kiosk mode. In other words, users will not have to enter a check-in/out code with Kiosk mode, even if they are specified within the session setting fields.
Fields of Study
You can optionally specify up to 3 different 'Fields of Study' along with the number of CE credits that a user will earn from attending the session. This information will appear on the certificate that our system can generate for attendees.
Bulk Updating Existing Sessions
You can perform a bulk update on existing sessions, which can include the updating of the attendance tracking related fields noted above. This includes updating the following: Check-In Required, Check-In Code, Check-Out Required, and Check-Out Code. To get started, visit Admin > Manage Sessions, click on Bulk Actions and then choose Update Session Details. When you click the button for Download Current Data, you'll get a spreadsheet similar to the sample shown below:
The Attendance Tracking related fields are in the last columns of the sheet. Currently, 'Field of Study' related fields are not available for bulk updating.
After you update this spreadsheet, you can upload it from the same screen in the Conferences i/o app. The existing sessions in your Conferences i/o app will be overwritten with the current values from your spreadsheet. You can repeat this update process as often as needed.
NOTE: Sessions can also be uploaded (added) in bulk. Learn how to do that here.