Want to know who attended a session? Our new Session Verification feature gives you the ability to scan a QR code to check people into a session, and then later view or export a list of verified attendees. This feature allows you to easily collect accurate data on who attended a session.
In this article, we will cover:
Using Session Verification
To use this feature, you must be invited as an Attendance Manager or a Guide Administrator. Then, simply download the guide and log into your account.
Once signed into the guide, you can navigate to any session and access the “Tools” tab. Here, you will be able to view attendance records, can manually add an attendance record, or scan users’ Guidebook ID code to verify their attendance.
Creating Attendance Records
Note: Scanning attendance requires you to allow access to the camera. You can do so when first tapping into the option or anytime in the device settings. Additionally, you will need internet access.
Attendance records can only be created for users that have Guidebook accounts and are attendees for that guide. This means that the user has to have logged into the guide using their mobile device before their attendance can be verified.
The Scan User code option allows you to quickly scan users codes to verify they have registered for the session and mark them as attending. Think of scanning a boarding pass to get onto a flight. To scan, users simply need to present their code which can be accessed from the Navigation menu on their device. When successful, the screen will flash green and a sound will play (assuming the phone is not muted/on silent).
If an Attendees phone dies and they aren’t able to present their code? No worries, we have an option to manually verify users. To get started: Tap the “View Attendance Records” option from within the Tools tab. Next, at the bottom of the screen is an “Add Record” button that can be used to type the email of a user and verify their attendance.
Additionally, the “View Attendance Records” option lets you view and search all of the verified attendees. To remove an attendance record, on iOS use a swipe action to delete. Android devices can tap the three dot icon.
Guide Admin or Editors who are also Attendance Managers can also manually verify users and remove an attendance record from the Builder site within the Attendance tools. In addition, Team Members with access to the Builder site can view a counter for the number of Verified, Registered, or Waitlisted users.
Using the Scan View
As you scan each attendee, your screen will show a message confirming success or give more information if there is an error. Here are a few examples:
Success: The Attendee was marked as verified (swipe down to quickly dismiss the "successfully verified" toast). The counter at the top will update to reflect how many users have been verified. If there are attendance limits, this will also update.
Not Registered: This user did not register for the session ahead of time. You can “Verify Anyway” to add them now. Note: If you have Attendance limits for a session that is full, you can choose to verify anyway which results in overfilling the session and bypassing your Attendance limits.
Already Verified: This user has already been verified for the session. You can tap the X icon to keep them verified and on the list or use the Delete Record button to remove them. Deleting an attendance record has no impact on the end user’s registration or waitlist status. This action only affects attendance records.
Over Capacity: This scan would put the session attendance over the set limit. Typically, this occurs if a user who is not registered has been verified anyway. You can also see this in the counter and limit at the top of the screen.
On Waitlist: This user is on the waitlist and has not been moved to an attendee of a session. If you Verify anyway, it will ignore the session attendance limits and add a record.
Not Registered + Over Capacity: This user is not registered. Additionally, the session is at capacity. Adding a record will bypass session limits and overfill the session.
Waitlist + Over Capacity: This user is on the waitlist. Additionally, the session is at capacity. Adding a record will bypass session limits and overfill the session.