Attendance Tracking FAQs

Table of Contents:

1. Why is a session missing from the track session list?
2. What device operating systems work with the Track app?
3. How can attendees be tracked into sessions?
4. Can attendees scan themselves into sessions?
5. What do attendees need to know for self scanning?
6. Where can I view the tracking results?

FAQs for Organisers:

1. How do I access the Track app?
2. Where can I find my Event Code?
3. Where can I find my Session Access Codes?
4. How do I log out of each session and into the next?
5. How do I know that attendees have been scanned?
6. Attendees have purchased additional tickets to a special event (e.g. Gala Dinner). How will this be managed onsite?
7. An attendee doesn’t have their QR Code/badge. How do I track this attendee?

FAQs for Staff:

1.  How do I access the Track app?
2. Where can I find my Event Code?
3. Where can I find my Session Access Codes?
4. How do I scan attendees?
5. How do I confirm an attendee’s status?
6. How do I know that attendees have been scanned?
7. What do I do if a red cross displays when I try to scan an attendee’s QR code/badge?
8. An attendee doesn’t have their QR Code/badge. How do I track this attendee?

 

FAQ: Why is a session missing from the track session list?

A: A session end time is required for attendance tracking, otherwise it won't show on the Attendance Tracking Session list. 

 

FAQ: What device operating systems work with the Track app?

A: The Track app can be used on both iOS and Android devices.

Any iOS devices running at least iOS 9.0, and Android devices running at least Android 4.2 Jelly Bean (API 17), will support the Track app.

 

FAQ: How can attendees be tracked into sessions?

A: There are four options for tracking attendees into sessions.

1. Event staff using the Track app on their mobile device - Staff can download the Track app onto their own mobile device and scan attendees into sessions or events.
2. Attendees scan QR codes with the event App - The QR Scanner feature of the event App allows attendees to scan session QR Codes that are displayed prior to or during a session on a presentation screen or printed board.
3. Automated scanning stations - Automated scanning stations can be set up on a tablet device to enable attendees to scan themselves with the Track app when entering a room or from within a room. This avoids the need to have staff scanning attendees.
   
   
4. Attendee self check in feature in the event App - When attendee self check in is enabled, attendees can check themselves into sessions from session pages on the event App

 

FAQ: Can attendees scan themselves into sessions?

A: Yes, you can enable attendees to scan or check themselves into sessions with the three options listed below:

1. Automated scanning stations - Automated scanning stations can be set up on a tablet device to enable attendees to scan themselves with the Track app when entering a room or from within a room. This avoids the need to have staff scanning attendees.
   
   
2. Attendees scan QR Codes with the event App - The QR Scanner feature of the event App allows attendees to scan session QR Codes that are displayed prior to or during a session on a presentation screen or printed board.
   
   
3. Attendee self check in feature in the event App - When attendee self check in is enabled, attendees can check themselves into sessions from session pages on the event App

 

FAQ: What do attendees need to know for self scanning?

A: Depending on how attendance self scanning is set up for your event you may need to communicate some simple instructions to your attendees:

1. If attendees are scanning QR Codes they need to be made aware of the QR Scanner on the event App.
   
   
2. If attendees are enabled to check in themselves with the event App they need to be made aware of the Scanned icon on the session page. By clicking the Scanned Icon they will be provided with the option to check in.
   
   
3. If attendees are to scan themselves using automated scanning stations they will obviously need to be made aware that of the location of the scanning stations and their QR code on their badge.

 

 FAQ: Where can I view the tracking results?

A: Live tracking data can exported from the Core and viewed in the Track app and Core.

 

FAQ: How do I access the Track app?

A: You will need to enter the Event Code and Session Access Code to access the Track app. Both codes will be required when logging into each session.

 

FAQ: Where can I find my Event Code?

A: Event codes are used to identify a specific event. This must be entered so staff are accessing the correct event through the Track app.

To find the Event Code for your event

1. Navigate to Dashboard from the Navigation Menu
2. Navigate to the Project Information card and find your Event Code

 

FAQ: Where can I find my Session Access Codes?

A: Session Access Codes will need to be generated in the Core and then either viewed in the Core, or exported.

To generate session access codes

1. Navigate to Attendance Tracking > Sessions from the Navigation Menu
2. Click Generate Blank Codes from the right-hand options on the Configuration Panel

To export session access codes

1. Navigate to Attendance Tracking > Sessions from the Navigation Menu
2. Click Export Session Codes from the right-hand options on the Configuration Panel

Please note: Each session has its own Session Access Code. You will need to logout of a session before logging in to scan attendees into the next session.

 

FAQ: How do I log out of each session and into the next?

A: To log out

1. Confirm Sync Status on the bottom left corner is displaying green arrows
2. Click on Setting on the top left corner
3. Scroll down settings and click Log Out

To log in

1. Open the Track app
2. Enter the Event Code and Session Access Code
3. Click Login

Please note: This process will need to be completed for each session.

 

FAQ: How do I know that attendees have been scanned?

A: Once an attendee QR code/badge has been scanned, a green tick will display indicating a successful scan.

 

FAQ: Attendees have purchased additional tickets to a special event (e.g. Gala Dinner). How will this be managed onsite?

A: If you have setup your Session Access Rules for the event, once an attendee’s QR code/badge has been scanned, a green tick will display indicating a successful scan. If a red cross displays, it means this attendee has not purchased a ticket to this event.

If you have not setup Session Access Rules, this must be completed before you can successfully track who is eligible to enter the event.

 

FAQ: An attendee doesn’t have their QR Code/badge. How do I track this attendee?

A: Scans can be manually added to a profile either from the Core or from the Track app.

To manually add a scan to a profile from the Core

1. Navigate to Attendance Tracking > Add Scan from the Navigation Menu
2. Select the appropriate Profile from the profile drop-down list
3. Select the appropriate Session from the session drop-down list
4. Click Add Track

To manually add a scan to a profile from Track app

1. While logged into the appropriate session, navigate to Scans located in the upper right-hand corner of the app
2. Click the Remaining tab
3. Click the appropriate attendee Profile to reveal a pop-up menu
4. Click Add Scan
5. Click OK to confirm the addition

 

FAQ: How do I access the Track app?

A: You will need to enter the Event Code and Session Access Code to access the Track app. Both codes will be required when logging into each session.

 

FAQ: Where can I find my Event Code?

A: Your event organiser will provide you with the Event Code.

 

FAQ: Where can I find my Session Access Codes?

A: Your event organiser will provide you with the Session Access Codes for the relevant sessions you will be scanning for.

Please note: Each session has its own Session Access Code. You will need to logout of a session before logging in to scan attendees into the next session.

 

FAQ: How do I scan attendees?

A: To scan attendee badges

1. Tap the Scan button on the home screen and hold the name badge roughly 20cm from your device camera
2. A green tick will indicate a successful scan
3. A red cross will indicate an ineligible scan

 

FAQ: How do I confirm an attendee’s status?

A: To confirm attendee scan status

1. Click Scans on the top right-hand corner of the mobile screen
2. Click on Search icon to search attendees
3. Click Scanned to view attendees already scanned and total number of attendees scanned
4. Click Remaining to view attendees not yet scanned and total number of attendees not yet scanned
5. Click on Attendee to View Profile or to manually add or Remove Scan

 

FAQ: How do I log out of each session and into the next?

A: To log out

1. Confirm Sync Status on the bottom left corner is displaying green arrows
2. Click on Setting on the top left corner
3. Scroll down settings and click Log Out

To log in

1. Open the Track app
2. Enter the Event Code and Session Access Code
3. Click Login

Please note: This process will need to be completed for each session.

 

FAQ: How do I know that attendees have been scanned?

A: Once an attendee QR code/badge has been scanned, a green tick will display indicating a successful scan.

 

FAQ: What do I do if a red cross displays when I try to scan an attendee’s QR code/badge?

A: This means that attendee has not signed up for or paid for this session/event. Direct the attendee to the registration desk or event organiser.

 

FAQ: An attendee doesn’t have their QR Code/badge. How do I track this attendee?

A: Scans can be manually added to a profile from the Track app.

To manually add a scan to a profile from Track app

1. While logged into the appropriate session, navigate to Scans located in the upper right-hand corner of the app
2. Click the Remaining tab
3. Click the appropriate attendee Profile to reveal a pop-up menu
4. Click Add Scan
5. Click OK to confirm the addition