Manage Attendance

This manual updated May 1, 2020

While at an event, Event Coordinators can enter attendee data manually or by scanning attendee name tag barcodes for batch upload to ESGR EventPLUS. Data from a batch upload can either be from a spreadsheet or from a barcode reader storing name tag data scanned during the event.

By entering attendance data while your event is happening, statistics are then readily available to Event Coordinators and Program Managers through several reports—the Attendance Details Report, the Attendance Snapshot Report, and the Attendance Session Report.

This page describes the steps involved in:

• Locating Event Registrants
• One-Step Registration and Approval for Walk-in Attendees
• Tracking Event Attendance

Locating Event Registrants

For event staff with access to ESGR EventPLUS during an event, ESGR EventPLUS provides a variety of filter criteria allowing for the convenient and efficient location of attendee records and the subsequent updating of their attendance status manually.

To search by attendee status:

1. Navigate to the Event Details page.

If necessary, display the Event Listing page by hovering over EVENTS on the menu bar, and clicking EVENT LIST. Locate the appropriate event on the Event List page.  Click to open the event.

2. From the Event Details page, click Attendance.

The Attendance page appears, displaying the list of Approved (Not Attended) registrants for the selected event in the left sidebar. The details of the first listed registrant appear in the main section of the page.

3. From the Attendance page, select the appropriate checkbox(es) under Status in the Filter sidebar.

4. Click the Update button to refresh the list of registrants according to the status(es) selected.

5. The list of approved registrants marked as Attended are displayed in the table below.

To search by name or reference number:

1. On the Batch Attendance page, type one of the following in the Search field, then click the search icon:

• The first or last name of the registrant for whom you are searching.
• The reference number associated with the registration for which you are searching. This is the reference number associated with the registration as a whole—that is, the primary registrant and any additional attendees registered on the same form.

The reference number can be viewed on the Registration Confirmation, or you can view it in the registration list on the Registrations page.

One-Step Registration and Approval for Walk-in Attendees

To register and approve a walk-in attendee:

1. From the Attendance page, click the +Register an Attendee button.

2. Fill out the registration form fields as required. For more information on completing the registration form, see Manage Registrations.

3. Check the Walk-in registration checkbox at the bottom of the page.

4. Click the Register button. The Preview Name Tag window appears.

Notes:

• The name tag is populated with the elements previously selected and saved to the system.
• If a name tag is not required for a Walk-in Registrant, click Cancel to close the Preview Name Tag window and be re-directed to the Registrations page.
• Registrant(s) entered as walk-ins are treated as new registrations. They are not associated with an existing registrant for the event.
• The attendee will be marked as attended for the overall event, however they will still need to be marked for each session manually.

Tracking Event Attendance

From the Attendance page, event staff can filter the list of registrations for an event to quickly locate a specific registered user. Alternatively, they can mark the attendance of multiple registrants all at once, staff can then quickly and conveniently update the attendance status of multiple attendees.

To track attendance of multiple attendees:

1. From the Attendance page, locate the appropriate registrant(s) using the search criteria provided in the Filter sidebar or the search bar at the top of the page.

2. To change the overall event attendance status of multiple registrants, select the checkbox(es) under the Event column next to each registrant who attended the event.

3. To change the session attendance status of multiple registrants, select the checkbox(es) under the appropriate Breakout and Session columns.

4. Click the Update button to save your changes to the registrant(s) attendance status before moving to the next page.

Note: To mark all registrants as attended either for the event or a session, select the checkbox at the top of the column and it will mark all registrants as attended.