Checking in to an event session

By default, events are not configured to accept check-ins. You must update the event itself by doing one of the following:

1. From the Staff site, go to Events > Find Events.
2. Find the event you want to enable check-in for and click the event.
3. Click the edit icon.
4. (Display tab) Scroll down to Event showcase layout.
5. Next to Owner, select the location of the content that includes a check-in tab. This can point to the content directly or use a shortcut that point to the content. You can find out-of-the-box content with a check-in tab in RiSE > Page Builder > Manage content at @/iCore/Staff_Dashboards/Specific_Event/Event_Dashboard_with_Check-in.

Out-of-box content containing the Event Check-in content item used as a tab for a specific event dashboard can be found at @/iCore/Events/Event-check-in. Program items must be defined in order to check in. The attendance is recorded against program items or recurring program item sessions.

Checking an individual into an event session

Do the following to check an individual into a specific event session or recurring session:

1. From the Staff site, go to the event you wish to check the individual into and click the Check-in tab.



If there is a session already scheduled for the day, it is selected by default. If no sessions are scheduled for the day, or to select a different session, click Select a session and choose the appropriate session.


2. Search by Session name contains or Session date.
3. Click Find.

4. Select the desired session.
5. Check in the individual by using a scanner, ID number, list of registrants, or finding an individual with a query. The individual now shows as Checked in.

If desired, when the session ends you can check contacts out by using a scanner, ID number, or query results. Checking contacts out of a session is not required for tracking attendance, but is useful when your organization wants to track information about when contacts leave a session.

📘 Note

If you need to make any changes to the session you selected, click Edit session details on the session check-in page.

Keep in mind that just because an individual is checked in does not mean they are registered for the event or program nor do contacts have to be registered for the event in order to track their attendance. Event registration and attendance are tracked separately. Click either the Checked in or Registrants counter tiles to view a list of contacts who are checked in to the session or registered for the event.

📘 Note

You cannot delete an event, program item, or program session nor deselect a Recurring program item or alter recurrence data if there is attendance recorded for the item you wish to delete.

Checking in multiple contacts at once

To bulk check-in individuals, do the following:

1. Find contacts using the queries and filters available under Find contacts.
2. If you wish to check in one individual, click the Check in link in that individual's row.
3. Select the individuals that you want to check in by enabling the checkbox next to their name. Enable the checkbox in the column header to select all individuals on that page. By default, it selects the contacts shown on the current page. Contacts on all pages can be selected, if desired.
4. Click Check in.

The selected individuals are checked in to the event program session. Follow the same steps to do a bulk check-out of individuals from a session. You can check out individuals in the same ways to checked them in, but it is not necessary to do so.

Overriding individuals' check in date and time

Staff users can easily override an individual's check-in date and time if needed to ensure the attendance records are accurate. To override an individual's check-in date and time, do the following:

1. Enter values for the search criteria that you wish to search on.
2. Select the individual you want to check in by enabling the checkbox next to their name. Enable the checkbox next to Name to check in all individuals on that page.

📘 Note

The Override date and time option only appears if you have at least one individual selected.

3. After selecting one individual or all, enable the Override date and time option. Once enabled, the ability to Check in or Check out individuals using the buttons above are disabled.
4. If you enabled the checkbox next to Name, you see that all the items on that page are selected. You also have the option to select all the items from all pages and not just the current page.
5. Enter the Date and time. This will override the current date and time if the values you enter do not match the current date and time. The date and time that defaults will use the settings defined in the Time zone field under Settings > RiSE > Quick Setup.
6. Check in or check out the selected individual(s). A Confirm check-in window displays prompting you to make sure you want to override the date and time.
7. Click Yes to continue with overriding the check-in date and time.

All selected contacts are checked in or checked out with the overridden date and time.

An attendance record is created for each selected contact with the correct date and time. The overridden date and time is marked accordingly. When the date is not overridden and a contact is checked in that is already checked in, an attendance record is not created.

To customize your event check-in page, you can edit or create content items that match your specifications. To customize, do the following:

• To edit an existing content item on the default check-in page, click the Easy Edit icon or go to RiSE > Page Builder > Manage content.
• To create your own content items, go to RiSE > Page Builder > Manage content > New > Website content.

Configuration options include the title, counter tiles, and Contact search Source query folder.

Keep in mind the following when working with queries:

• If using different queries than the out-of-the-box ones, be sure they meet all requirements. The official recommendation is to always work with a copy of an existing query and to make desired changes to the copy.
• Counter tiles count queries must have a column with a Sum_Total or Count alias that returns a number.
• If using a folder of queries for the Source query or folder for Contact search options, the queries are sorted by the Description, so the Description is used to order the queries as needed.
• Whether using a folder of queries or a single query, each query must be used in the Source query or folder for Contact search options with the following properties aliased exactly as stated:

For more information, see the following articles:

• Defining queries

• Easy Edit overview

• Configuring content items

• Tailoring default navigation and content

Adding event session attendance manually

Do the following to add an event session manually:

1. Go to the member profile page of the individual you want to modify.
2. From the Participation tab, scroll down and click the drop-down arrow next to Event attendance.
3. Click Add. An edit screen appears below event attendance.

4. (required) Next to Event session, click Select session.

5. Next to Event name, choose the name. You can also search by Session date.
6. Click Find.

7. Update the Date and time and Status as needed.
8. Click Save.

Modifying event session attendance

Do the following to modify event session attendance:

1. Go to the profile page of the individual you want to modify.
2. From the Participation tab, scroll down and click the drop-down arrow next to Event attendance.
3. Click the edit icon.

4. Click Select session.
5. Next to Event name, choose the name. You can also search by Session date.
6. Click Find.

7. Click the session when it appears on the page. You are brought back to the Event Attendance page.
8. Edit the Date and time and Status as needed.

9. Click Save.

Event attendance Business Objects

The following are the most commonly used Business Objects regarding Event session check-in and check-out and their rules for use are as follows:

Business Object name	When to use	Check in/out	Status	How it functions
PartyEventOccurrenceAttendanceLog	Use for Full attendance history of the event occurrence.	Check-in Check-out	Not for current status	You can also identify or filter by the Party. To get counts of check-ins, you will have to filter on IsCheckedIn = TRUE or 1. Returns one row for every check-in and check-out of a contact to an event session (occurrence). Use the OccurrenceId property to join to EventOccurrenceData to get information about the parent program item and event.
PartyEventOccurrenceCheckinStatus	Use for the status of individual’s checked into an event occurrence.	Check-in Check-out	For current/most recent status	PartyEventCheckinStatus returns the most recent row per party and occurrence from PartyEventOccurrenceAttendanceLog. Must always be used with a filter for either OccurrenceID or PartyID.
PartyEventOccurrenceAttendanceSummary	Use for aggregate functions such as counts and sums of attendees or total minutes spent in a session. If it is used to return detail row for attendance, make sure to filter the data by one or more properties.	Check-in Check-out		Returns one row per contact per event session (occurrence) which they attended, even if there are multiple check-ins or check-outs for that contact and event session. No row appears if there is no check-in for the person and occurrence. Contains properties for the following: Check-in date and time in various date formats Check-out date and time and the duration of attendance in minutes, if applicable Information about the event session, program item, and the event itself. The check-out date time may be empty if there are no check-outs for that person and occurrence. Can be joined to EventData using the EventId to get additional properties about the event.