Event Management and Check-in

After creating your event, you will gain access to the event's "manage" page. With the event management tools on this page, you can view the list of attendees and RSVPs, add, invite or remove attendees, and communicate with them as needed. You can also make small adjustments to the registration options.

If you need more guidance on setting up registration, check out the Event Creation Guide and Advanced Registration Guide.

To access your event’s management page, navigate to your group’s upcoming events list. In the right hand corner of the event section, click the gear icon.

Alternatively, you can go to your event page and click on the grey Manage button located at the top of the page in grey color.

Event Management Tools 

After creating your event, you can manually add attendees to your guest list. Keep in mind that manually adding attendees will automatically RSVP them as "Yes" for the event, so it's important to only add attendees who have confirmed that they will be attending.

To add attendees:

  1. On the event Manage page, click the green Add or Invite Attendees button located above the Attendees section in the right-hand corner.
  2. In the Add Attendees pop-menu, set Action to Add Attendees to add attendees who are already CampusGroups users. If you wish to invite users no on CampusGroups, please refer to Inviting Attendees guide.
  3. You can search by name, CWRU network ID (netID), or email. The selected users will be added to your event. You add multiple users at the same time. Use Paste List to paste a list of users at the same time.

 

Before inviting your attendees, check your Check your Access & Display Options to make sure your invitees can see the event. If you are inviting attendees without CampusGroups accounts, make sure that Everyone can register for the event and see the event. 

To invite Attendees:

  1. On the event Manage page, above the Attendees section in the right hand corner, click the green Add or Invite Attendees button.
  2. Set Action to Invite Attendees by email (Send a notification email to invited attendees).
  3.  You can add multiple addresses at the same time or use Paste List to paste a list of email addresses at the same time.
  4. Then click the green Add button.

To see who has been invited but not registered, change the RSVP filter from RSVP YES to Invited (Not Registered)

You can download your Attendee List as a spreadsheet (.csv) along with other information associated with the registration. This can be useful for your own record keeping and analysis.

To download your Attendee List:

  1. On the event Manage page, above the Attendees section in the right hand corner, click the grey Download Attendees List
  2. In the pop-up Report menu, you can select what information will be included in the spreadsheet
  3. After making your selection, click the green Download button

After creating your event, a unique link to your event page is generated that you can share with others.

To find your link:

  1. Navigate to your event page.
  2. Under the Details section, you will see a grey Copy Link button. Click on it.
  3. A pop-up window will appear with the unique link to the event. Copy and share this link as needed.

The Copy Link popup also contains a QR code image that you can right-click and "save as" in order to add to a printed event flyer. Scanning the QR code will redirect users to the event page.

Checking-in Attendees

Once your event begins, you are able to track your attendance. It is highly recommended to keep track of the attendance of your events. You have a number of methods to check in attendees, but we recommend that event managers use the CampusGroups mobile app for the best results. 

Download the app for iOS

Download the app for Android

Check-in Methods

Tracking attendance via the CampusGroups mobile app is the recommended and most efficient way to track event attendance. 

Tracking via Attendee List

  1. Open the CampusGroups Mobile App
  2. Navigate to your Event - Events > My Events > Under Events I’m Attending, select your event.
  3. Tap Check In Attendees to open the Attendance menu
  4. You can check in attendees by tapping their name. Checked-in attendees have a green circle with a check mark.
  5. Tapping the attendee again will allow you to set their status to Not Checked-in, Checked-out, or No Show.

Tracking by Scanning QR Codes

Attendees can access their QR codes through the CG app or through their registration emails. To make check-in an easy process, make sure to remind your attendees to have their QR codes ready ahead of time and have a clear place where attendees can be checked-in. For large events, consider using Team Members to enable multiple people to check-in attendees. 

To open the QR code scanner:

  1. Open the CampusGroups Mobile App
  2. Navigate to your Event - Events > My Events > Under Events I’m Attending, select your event.
  3. Tap Check In Attendees to open the Attendance menu
  4. In the top right corner, hit the QR code icon to open the QR code scanner.

Adding Team Members 

Team Members are additional users who are able to track event attendance. They can only track attendance from the mobile app.

To add Team Members:

  1. Edit your event
  2. Under Organizing Team, next to Team Members, click the green plus-sign square
  3. In the pop-up menu, you can search for your desired Team Members

Tracking attendance by laptop or computer works best for smaller events with less than 20 attendees as you will be manually searching for and checking in each attendee. 

  1. Go to the Manage page of your event.
  2. Under the Attendees section, your will see all of your attendees
  3. In each attendee profile section, click the Check-in button with a green check-mark icon.
  4. You will see the button change to CHECKED IN.
  5. You can undo the check-in or you can Check Out the attendee.

      These are additional methods to track attendance and check-in attendees. These methods are less reliable than previously mentioned ones.

      Self Check-in QR code

      Self Check-in QR code feature generates a flier with a QR code. This QR code can be scanned in the CampusGroups App by your attendees to check themselves in.

      To set-up the QR code:

      1. Go to the Manage page of your event.
      2. In the top right corner, click the green Check-in Attendees button.
      3. Select Self Check-In QR Code
      4. You will be taken to a page with a QR Code and further instructions.

      Self Check-in Kiosk

      You can set-up a computer as a Self Check-in Kiosk, allowing your attendees to check themselves in through the self check-in portal.

      To set-up the kiosk:

      1. Go to the Manage page of your event.
      2. In the top right corner, click the green Check-in Attendees button.
      3. Select Self Check-in Kiosk
      4. Click open kiosk to be taken to the kiosk page. You can also copy the link and access the kiosk page from any computer.
      5. Attendees can search for themselves, scan the QR code, or scan their case ID card (if you have a card reader).

      Card Scanner

      If you have a card scanner available, you may use it along with a Check-in kiosk or to scan Case ID cards. Older ID cards or heavily used ones may not scan correctly. 

      1. Plug in your card scanner.
      2. Go to the Manage page of your event.
      3. In the top right corner, click the green Check-in Attendees  button.
      4. Select Track Attendance with a Computer.
      5. Scan ID cards when you the green Ready to Scan prompt is show.