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Tools

Roll Scan Attendance Tool

Record group attendance using a barcode reader.

  • You can launch this tool from an open event record or from the Event page. On the Event 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 click Post Attendance, the tool creates participant records for the group.
  • An attendance record 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: SPoCs can grant user access to this tool.

Set Up the Roll Scan Attendance Tool

  1. 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.
  2. Install the Barcode fonts (.zip) on the SQL server and workstation.
  3. Restart the server and refresh the cache on the workstation.
  4. 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 subpage.
  • Use the Rooms & Groups Tool if you need to add the group to a series of events.

Prepare a Group Roster Barcode

  1. Go to Groups and select groups.
  2. From the Reports menu, select Selected Group Rollscan Roster.
  3. Set the report parameters.
  4. Click View Report.
  5. Export the report to PDF and print.
Use this roster to mark attendance during your event.

Roll Scan Attendance

  1. Go to the Events page and select an event record.
  2. From the Tools menu, select Roll Scan Attendance Tool.
  3. Select the Participation Status.
    Note: The default is 03 Attended.
  4. Use your barcode reader to scan the barcode for each person at the event.
    Note: The barcode reader uses the Group Participant IDs.
  5. Click Post Attendance.
  6. Close the tool.
To view attendees, refresh the Event record and view the Participants tab.
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Last updated: November 26, 2024