Roll Scan Attendance Tool

Record group attendance using a barcode reader.

You can launch this tool from an open event record or from the Events page. On the Events page, you can search for the event.
Group participants populate alphabetically by last name. The panel displays name, group member ID, and group name.
After you post attendance, the tool creates participant records for the group.
Attendance records won't duplicate even if you scan the barcode multiple times.
To remove all participants, select Remove All in the group.

Note: The Roll Scan Attendance tool records group attendance. It does not update attendance for an event with pre-registered participants.

An example Roll Scan Attendance tool screen.

Note: To use this tool, you must have access through your security role. SPoCs can grant user access to this tool.

Set Up the Roll Scan Attendance Tool

Purchase a standard Code 3of9 Barcode Reader (USB) and install it on the SQL server.

Note: If your scanner isn't functioning as expected, try to configure a hard return within your scanner once the code is read. This forces the scanner to "press enter" after reading the code. The setting and steps to configure this are specific to each scanner.
Install the barcode fonts (.zip) on the SQL server and workstation.
Restart the server and refresh the cache on the workstation.
Grant user access to the tool using the Configure Tool Settings process.

You must associate an event to use the Roll Scan Attendance tool.

When you create an event or if an event already exists, add the group to the Rooms & Groups tab.
Use the Rooms & Groups tool to add the group to a series of events.

In the navigation menu, click Groups.
Select the appropriate groups.
Click Reports, and click Selected Group Roll Scan Roster.
Set the report parameters.

Note: You must select a service date in the Service Date field and a program from the Program field.
Click View Report.
Export the report to PDF and print.

Use this roster to mark attendance during your event.

In the navigation menu, click Events.
Click to open an event record.
Click Tools, then click Roll Scan Attendance.
In the Mark As field, select the participation status you want to mark for the attendees.

Note: The default is 03 Attended.
Use your barcode reader to scan the barcode for each person at the event.

Note: The barcode reader uses the group participant IDs.
Click Post Attendance.
Close the tool.

To view attendees, refresh the event record and view the Participants tab.