Introduction

Configio's Advanced Check In feature enables you to take attendance across multiple Products on a single screen. It is very simple and very powerful - you choose your date to see a list of all Participant-based Products with a Calendar Item on that date, then choose your Products to see a list of Participants, then click to check Participants in and out.

If you have Dependent Products, you can use the Combined Check In feature to take attendance across multiple Products via a single click. The Participant table is customizable - it can have columns with Participant data, Product data, and Form data. You can create multiple tables and easily switch views. The feature is also tied in with the Media Manager to conveniently create and distribute participation Certificates.

Getting Started

There are no System level Configurations related to the feature.

Check-In Grid Custom Display Tables

There is a default Custom Display Table in your database. You can view and edit it by logging into the Administrative side of your database and navigating to Settings --> Management --> Custom Display Tables. You will see a table with the titled "Default Advanced Check In" and the type "Check-In Grid."

The Edit Custom Table Screen

Clicking the edit icon returns the Edit Custom Table Screen. It allows you to rename, delete, or remove staff access to the table (see the Staff Advanced Check In help article for more information on Staff check in).

The Custom Display Columns Screen

Clicking the configuration icon returns the Custom Display Columns Screen. It allows you to edit the table's columns.  You can change the columns sort order via the arrow icons, you can edit a column via the edit button, and you can add a new column.  

The Edit Custom Column Screen

Clicking to add or edit a new column returns the Edit Custom Column screen. It allows you define the Field Type, Display Name, Field, Name, and Sort Order of the column. Click the Field Type to choose between Advanced Check-In Columns fields (Product and Participant fields) and Participant Form Question fields.

The types of fields available for Advanced Check-In Columns are related to the Participant and the Product. Select it, then select your field.

Below, I selected the Account Email field. The Display Name field is automatically prepopulated with with the Field Name, however you can update it. You can input a Sort Order; if you do not, it will automatically be sorted at the end of the table.

Click the SAVE button to add to (or update) your table. 

The types of Forms that can have their fields display in the table are: Participant, Product, Product Participant, and Post Product Participant.  Select the Field Type of Participant Form Questions, then select your Form, the select your Form Question.

You can input a Sort Order, or you can leave it blank and it will be added to the end of the table. Click the SAVE button when done. As you can see below, you can have a mixture of Advanced Check-In Columns and Participant Form Questions in the same table.

Product Setup

For a Product to be eligible for Advanced Check-In, it must be a single Participant Product, and it must have a Calendar Item. Only Event and Timeblock Products can have Calendar Items.

Making a Product be Single Participant

Navigate to Products, find and select your Product. On the Advanced tab, there is a Participant Per field. Ensure that the field value is "1", and click the SAVE button.

Event Product Calendars

To ensure that your Event has a Product Calendar, navigate to Products, find and select your Product, and click the Calendar tab. If you do not see icons on the Calendar on the date(s) of your Event, click to Create a Calendar.

Time Block Product Calendars

To create Time Block Product Calendars, please see our dedicated Help Desk article.

Combining Check In

If you have a Product with a Dependent Product, you can mark them both as Combined Check-In. Then, with a single click, you can check Participants in and out of both Products. On the Advanced tab of the Products, click the Combined Check In box and then click the SAVE button.

Checking Participants In

Navigate to  Settings --> Management --> Advanced Check In.

Filtering Dates and Products

Choose a date to filter on. Choose your Product filters. You can filter by the Title of the Product, it's Region, it's Category, and/or it's Location. You can filter the list of Locations via the Filter menu, and you can select one or more Locations. 

Viewing and Sorting the List of Products

Click the search button to see a list of matching Products. The list is paged; you can page through the results, and you can see more entries on a page by changing the "Show Entries" value. You can sort the results. 

There is one Product in my list that I don't want to check in participants. It is the one a different Location than the others. So, I am going to add a Location filter then search again.

Here, the list is now more constrained.

Selecting Products

I am going to select which Products I am going to check Participants into. Because my list already contains only the Products that I am interested in, I can use the Check All box.

If I want to omit certain Products here, I can just deselect them. Then, I click the Load Participants button.

Viewing and Sorting Participants

The List of Participants is returned. Like the list of Products, I can page, show more entries, and sort the table.

I can also search the Participants, and I can switch between different Display Tables.

Note: If the display table contains Form Question columns, those columns cannot be sorted.

Checking in Participants

Click the Check In button. If the Products are combined, a single click checks them into both, as seen below.

The "Check In" button will turn into a "Check Out" button. Click to Check Out. Note that "Check Out" is combined.

Click on the Configuration icon for some tools.  You can view the Check In/Out history, Delete the history (in case of missclicks), and view the Order.  

Additional Tools

You can mark Attendance Complete. This is used on a Report - you can still check in Participants. You can export the table to a spreadsheet. You can also create Product Participant Certificates.

To create a Product Participant Certificate, click on the "Create Product Media" button. Choose your type, choose your template, choose whether to include just the current page (or all pages), and choose whether to exclude absent Participants. Then, click the Generate Media button.

An email will be sent to you with a link to the Media, and you can distribute the Certificates to your Participants.