Calendar

Event Attendance

Learn how to manage event sign in and excuses

Event attendance is an important feature for keeping your chapter organized. From philanthropy events to chapter meetings, tracking sign ins, excuses, and rsvp's with Greek Connect streamlines operations and allows officers to focus on hosting events while letting Greek Connect handle the rest.

Sign In

Password Types

  • No Password: In this case, members only have to click "sign in" to be signed into the event.
  • Password: In this case, chapter officers can set a custom password for the event that members have to provide before being signed into the event.
  • Scan QR code: In this case, chapter officers are given a QR code that members need to scan before being signed into the event.
  • Admin: In this case, only chapter officers can sign in members. This action is always available.
  • PIN: In this case, chapter officers are given a pre-generated PIN code that members have to provide before being signed into the event.

Statuses

Not Opened

Before sign in opens for an event, the status is "Not Opened", meaning members can not send in a sign in submission. Sign in will automatically open for an event anywhere from 30 minutes before to 5 minutes after the posted event start time (based on the "open sign in" field). Until this happens, sign in cannot be opened, but chapter officers can still manually sign in members (or change the "open sign in" field).

Open

Once sign in has opened, members can send in sign in submissions until the event has closed or a chapter officer has closed submissions (by pressing ).

Closed

If an officer has closed sign in before an event has ended, any officer can also open sign in again by clicking . Once the event has ended, sign in will close automatically (if it has not already), and officers will no longer be able to manually open up sign in (however, they can still manually sign in/out members). Members who have yet to sign in will be told that they did not sign in in time and need to contact an admin to change their sign in status.

Polling & Conversations

Chapter officers can quickly create a poll for the present members at an event by clicking . Officers can also quickly create a new conversation with the members who are present at an event by clicking .

Excuses

If an event with attendance enabled has "Excuses Allowed" checked, excuses will be enabled. This feature is beneficial for mandatory events that a chapter may have (such as chapter meetings), where events are allowed to miss for certain reasons. It is also beneficial for chapters who utilize merit systems, but allow members to receive either partial or full credit if they have an excused reason for missing an event.

Submissions

As soon as an event is created, members can provide excuses (up until the deadline has passed). Members providing excuses can provide a text description of their reasoning for requesting an excuse for the event. Upon submission, officers can view the excuse.

Approval

Once an excuse has been submitted, officers can view the name of the member and their reason for requesting an excuse. From there, officers can either approve or deny the excuse, or remove the submission (allowing the member to submit another excuse). Members will receive a notification if their excuse is approved or denied.

Exporting

Attendance for an event can be exported by clicking . You are then shown the Download Attendance dialog, where you can choose which columns/fields you want downloaded, plus you can decide to only include present or all members (who can view the event) in your export. Note that configuring the data before exporting is not available on mobile devices.

Notifications

Notifications can be setup to be sent for sign in open, event start, and excuse deadlines. Members are also sent notifications for when their excuses have been approved or denied (but not if their submission was removed).

Points

Officers can award points to members based on their attendance at an event. For each point section, officers select an action (such as present), a system (such as service hours), and a point amount (such as 10).

Actions

  • Present: Members are awarded points for being marked absent at the event (regardless of their excuse status).
  • Absent: Members are awarded points for being marked absent at the event (regardless of their excuse status).
  • Absent Without Approved Excuse: Members are awarded points if they are marked absent (or did not sign in) without an approved excuse (either did submit an excuse that was not approved or did not submit one at all).
  • Absent With Approved Excuse: Members are awarded points if they are marked absent (or did not sign in) with an approved excuse.
  • RSVP'd: Members are awarded points if they rsvp'd to the event.

Troubleshooting

  • Missing Notifications
    • If a single or a few members are not receiving notifications, ask them to check their notification settings (by clicking on their profile then clicking ). They should then confirm that notifications are turned on for their account. They should also confirm they they have notifications turned on for Greek Connect in their phone's settings
    • If no members received a notification, please double check that notifications were set for the event in question.
  • Member not signed in: If a member stated that they signed into the event but the attendance for the event says otherwise, ask them to show you what their message states.
    • You didn't sign in: This means that the member did not sign in. Ask them to wait for confirmation that they have signed in before closing out of Greek Connect in the future.
    • You've been marked absent: This means that the member did sign in, but was marked absent by a chapter officer.
  • Excuse not showing: If a member stated that they submitted an excuse but the event states otherwise, ask them to wait for confirmation in the future before closing out of Greek Connect.