Attendance Tracking Setup Considerations

There are some things to consider when running Attendance Tracking at your event. These considerations include the scan method and session setup. How you plan to run Attendance Tracking, and what data you require post-event, will guide you to best configure your project.

Scan methods for Attendance Tracking

It is important to consider how your attendees and staff will be using Attendance Tracking during the event. Outlined below are the various ways Attendance Tracking can be used at your event.

Once your scan method has been confirmed, consider what you are intending to scan at your event.

Method 1: Staff to scan attendee badges/tickets

Onsite staff can scan attendee badges/tickets as they enter a session or social event to track their attendance. Using the Track app allows staff to not only scan but look up attendees and manually add a scan if they don’t have their badge/ticket.

Considerations:

  • What do staff need to know about the Track app?
  • How many staff members and devices will you need for scanning?
  • What do attendees need to know about Attendance Tracking?
  • Will Attendance Tracking be used to allow/deny access to sessions?
  • What data are you attempting to gather using Attendance Tracking?


Method 2: Attendees to scan session QR code

QR codes can be generated per session and attendees can scan these using the QR scanner in the event App. These QR codes can be added to presentation slides, placed on the door etc., and attendees can scan them on their way into the session or at the start of the presentation. Please note: the App element is required for this scan method. 

Considerations:

  • What do attendees need to know about Attendance Tracking?
  • Setup Event App and QR Scanner
  • Where will the QR codes be placed at the venue?
  • Will Attendance Tracking be used to allow/deny access to sessions?
  • What data are you attempting to gather using Attendance Tracking?


Method 3: Attendees to self-check-in at automated scanning station

Automated scanning stations can be setup to allow attendees to scan their badges at the station on their way into a session. This option allows attendees to scan themselves rather than needing a staff member on the door checking people in.

Considerations:

  • What do attendees need to know about Attendance Tracking?
  • Will Attendance Tracking be used to allow/deny access to sessions?
  • What data are you attempting to gather using Attendance Tracking?


Method 4: Attendee to self-check-in through the App - no scanning required

Using the schedule in the event App, attendees can manually check themselves into sessions. This option does not require a badge or any scanning. Please note: the App element is required to this method.

Considerations:

  • What do attendees need to know about Attendance Tracking?
  • Setup Event App 
  • Will Attendance Tracking be used to allow/deny access to sessions?
  • What data are you attempting to gather using Attendance Tracking?

 

Session Setups 

Sessions can either be configured individually or in a group, which cycles through each session in chronological order based on time. 

The most suitable setup for your event depends on which scan method is chosen. 

Note: Both options can be configured for an event if required.

Setup 1: Individual Sessions

The most simple option for Attendance Tracking is setting sessions up individually. Using this setup, staff are required to log in to each individual session using a unique code for each session. 

Considerations:

  • What do staff need to know about Attendance Tracking?
  • How many staff will be needed for the event?
  • How many sessions will be running in the same room?
  • Will attendees be entering and exiting sessions?


Setup 2: Attendance Tracking Groups

Attendance tracking groups enable staff to log into the Track app using a single unique code for multiple sessions. Sessions in each group automatically change from one session to another in time order. Tracking groups are best utilised when there are multiple sessions in a room, as staff aren’t required to log in and out of each individual session.

Considerations:

  • What do staff need to know about Attendance Tracking?
  • How many staff will be needed for the event?
  • How many sessions will be running in the same room?
  • Will attendees be entering and exiting sessions?