This article covers per-session attendance — tracking who attended each individual session within your guide. If you want to track overall event check-in (whether someone showed up to your event at all), see Track Attendance for Your Whole Event instead.
Want to know who attended your event or an individual session? Our Session Verification feature gives you the ability to track user's attendance by either scanning a user’s Guidebook ID (a unique QR code containing their profile information) or having them scan a QR code that you distribute. You can view or export a list of verified attendees. This feature allows you to easily collect accurate data on who attended your event or a schedule session.
If you would like to understand how to view and verify attendance in Builder, you can find out more in our Audience Management support article.
Team Member Set-Up
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.
End-User Set-Up
Users simply need to tap to open the navigation menu, and tap on the QR code at the bottom left next to their avatar and full name.
Creating Attendance Records in-app
When you have navigated to the session you are looking to verify attendance for, navigate to the Tools tab.
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.
Scanning attendance requires you to allow the app access to your device camera. Additionally, you will need internet access.
If an Attendee’s phone dies or they aren’t able to present their code we have an option to manually verify users. To do so, 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. The user does not have to be logged in to enter their email address. If an account does not exist for the email that is entered, they will be sent an email to set up a new account.
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 snowman icon.
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.
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.
You can read more about the viewing verified users and managing attendance in Builder in our Audience Management support article.
Enabling End-User Self-Scanning
We understand you may not have enough staff to check in attendees for every session. Enable end-user self-scanning and then export QR codes so your users can check in themselves . Learn more about the end-user self-scanning experience here.
If you would only like to export a single QR code, simply click into the desired individual item under the Guide or Sessions headers, and select the Export attendance QR code option.