Event Check-in & Attendance Tracking

Overview

This guide provides detailed instructions for using Raftr's Event Check-in & Attendance Tracking feature. With recent enhancements, event organizers can choose from various check-in and check-out methods, including self and admin check-ins, QR code, and location-based verifications. These updates offer greater flexibility in managing attendee flow and ensure accurate attendance tracking.

Important: The Event Check-In feature is available as a premium add-on. Once enabled for your community, it can only be used by Leaders and Co-leaders of Premium Rafts. If you’re interested in enabling this feature, please contact your Raftr administrator or account manager for more information.

New Check-In and Check-Out Options for Events

Step 1: Accessing Check-In and Check-Out Options

1. Navigate to the Event Creation Page
   Go to the Create Event or Edit Event screen.

2. Check for Feature Availability
   If your Raft has access to event check-in features, you will see a notification that "Check-In and Check-Out is available on this Raft." If you don’t see this, the feature may not be enabled for your Raft. Only Leaders and Co-leaders of Premium Rafts in communities with the premium add-on can access these features. Please check with your Raftr administrator if you believe you should have access.

3. Enable Check-In
   Scroll to the Check-In and Check-Out Options section.

   • Toggle on Check-In Attendees to unlock the check-in method options.

Step 2: Selecting a Check-In Method

When setting up an event, choose from the following check-in methods based on your event’s needs:

1. Self Check-In With No Verification

   • Description: Attendees can check themselves in by simply pressing a button.
   • Use Case: Ideal for informal events where attendees can be trusted to self-report their attendance without additional verification.
   • How to Set: Select Self Check-In With No Verification from the Check-In Method dropdown menu.

2. Self Check-In With QR Code

   • Description: Attendees use a QR code to check in, which requires an admin to scan the code to complete check-in.
   • Use Case: Suitable for events where a higher level of verification is needed, such as workshops or seminars where only registered attendees should be allowed.
   • How to Set: Select Self Check-In With QR Code from the Check-In Method dropdown. Attendees will need to present their QR code for scanning by an event admin.

3. Self Check-In With QR Code and Location Verification

   • Description: In addition to a QR code, this method requires attendees to be at the event location to check in. Verification is based on both the QR code and the attendee’s physical location.
   • Use Case: Recommended for in-person events where organizers want to ensure attendees are physically present.
   • How to Set: Choose Self Check-In With QR Code and Location from the Check-In Method dropdown. Attendees must be on-site and present their QR code for scanning.

4. Admin-Only Check-In

   • Description: Only event admins can manually check attendees in.
   • Use Case: Useful for exclusive or private events where admins need strict control over who is checked in.
   • How to Set: Choose Admin-Only Check-In from the Check-In Method dropdown. Only admins can register attendee presence.

Configuring Check-In Timing Windows

To control when attendees can check in:

• Open Check-In: Set the start time for check-in (e.g., 30 minutes before the event begins).
• Close Check-In: Define when check-in ends (e.g., 10 minutes after the event starts).

1. Click the Open dropdown to select how long before the event attendees can start checking in.
2. Click the Close dropdown to choose when check-in will no longer be allowed.

Note: Setting specific check-in windows helps prevent early or late check-ins, ensuring attendance aligns with the event’s scheduled time.

Step 3: Enabling and Configuring Check-Out Options

Tracking check-outs is now available, offering additional flexibility to monitor when attendees leave the event.

1. Enable Check-Out
   Toggle on Check-Out Attendees under the Check-In and Check-Out Options section.

2. Choose a Check-Out Method
   Select one of the following methods based on your event’s needs:

   • Automatically Check Out When Event Ends

     • Description: Attendees are automatically checked out at the event’s scheduled end time.
     • Use Case: Suitable for events where attendance is only required until the end, such as lectures or performances.
     • How to Set: Choose Automatically check members out when event ends from the Check-Out Method dropdown. Attendees will receive a notification confirming their check-out.

   • Self Check-Out with No Verification

     • Description: Attendees check out by pressing a button, similar to the self check-in method.
     • Use Case: Ideal for events where attendees may leave at different times but are trusted to self-report when they depart.
     • How to Set: Choose Self Check-Out with no verification from the Check-Out Method dropdown.

   • Self Check-Out with QR Code

     • Description: Attendees use a QR code to check out, which requires an admin to scan the code.
     • Use Case: Ideal for events that need a controlled check-out process, ensuring that only registered attendees are logged out.
     • How to Set: Select Self Check-Out with QR code in the Check-Out Method dropdown. Attendees present their QR code for an admin to scan upon departure.

   • Manual Admin-Only Check-Out

     • Description: Only event admins can check attendees out manually.
     • Use Case: Useful for private events or those requiring strict attendance control.
     • How to Set: Select Manual Admin-only Check-Out in the Check-Out Method dropdown. Admins will need to perform individual check-outs.

Configuring Check-Out Timing Windows

1. Open Check-Out: Set when check-out starts, relative to the event’s end or the close of check-in (e.g., 10 minutes after check-in closes).

2. Close Check-Out: Define when check-out ends (e.g., 30 minutes after check-out starts).

3. Select the Open dropdown to set when attendees can begin checking out.

4. Select the Close dropdown to specify the final time for check-out.

Note: Adjusting check-out timing ensures you can control attendance windows even after the event ends.

Additional Event Options

Ticketing Link

• Description: Allows organizers to add a ticketing or registration link to the event.
• Use Case: Ideal for events requiring paid admission or RSVPs.
• How to Set: In the event creation screen, find the Ticketing Link field, and paste the link to your ticketing platform or registration page.

Automatic Notifications

• Description: Attendees receive a notification confirming their check-out if they are automatically checked out when the event ends.
• Use Case: Useful for keeping attendees informed of their attendance status, especially in larger events where attendance may impact participation credits or records.

Related Articles

Here are some helpful related articles to explore further event management features in Raftr:

• Creating and Managing Events in Raftr’s Admin Portal
  This article provides a comprehensive guide on planning, managing, and tracking events within Raftr's Admin Portal. It covers essential features like event creation, audience engagement, advanced attendance tracking, and feedback collection. If you are setting up events and want to ensure a streamlined process, we recommend reviewing this article for a complete overview of event management features.

Conclusion

With Raftr’s enhanced Check-In & Attendance Tracking options, event organizers can now tailor the check-in and check-out experience to their specific needs. Whether managing large public gatherings or exclusive private events, Raftr’s flexible tools provide the control needed to monitor and verify attendance efficiently.

Note: Remember that check-in and check-out features are only available to Leaders and Co-leaders of Premium Rafts in communities with the premium add-on enabled. If these options are not visible in your event settings, contact your Raftr admin to discuss enabling them for your Raft.

For further assistance, please contact our support team.