Selecting the Right Options for Check-ins
Check-in an Attendee (Pre-Registration)
Check-in an Attendee (CSUSM ID)
Check-in an Attendee (Auto Scan)
Check-in an Attendee (Updating Number of Guests)
Check-in an Attendee (Lookup Screen)
Check-in an Attendee (Scan Button)
Opening the App on your iPad
- Power on the iPad
- Find the Power App on your home screen and click it (refer to screenshot above)
- If prompted to login, sign-in with your CSUSM account.
-
Find the ‘All apps’ icon on the bottom and click it. Then type in the search bar “ CSUSM – Event_Session Check-in (Out) – Multi-Function ”. Upon typing in the search bar, the check-in app will appear. Make sure you see the version that is in the environment ‘CSUSM Production – Marketing’. Refer to the screenshot and click on it once you have found it.
Selecting the Right Options for Check-ins
Check-in Type: If you or someone will be using an iPad to check students in then select the ‘Manual Check-in’ option. If you will have the iPad automatically scanning students with little to no effort monitoring the check-ins then select the ‘Self Check-in’ option.
Registration Type: For events where students had to pre-register and are required to show a QR code that was emailed to them for the event select the ‘Pre-Registration Check in (QR Scan)’. For events that did not require pre-registration and you will be scanning their student ID QR code select the ‘CSUSM ID Check in (CSUSM ID scan)’ option.
Editing Number of Guests: If the event allows guests and you will need to update the number of guests attendees will be bringing then select ‘Yes’ for the last option or else leave it as ‘No’.
Menu Ba r
At the top of the screen is a menu bar that will appear on every screen within the app. The menu bar displays the CSUSM logo to the left and to the right there is a left chevron. Once you are on a screen where data from Dynamics 365 has been loaded into the app, you will see an arrow bent into an open circle.
Circled Arrow: This is the refresh button, by clicking this you will refresh any page and is useful when looking for data in a list that is populated in real-time.
Left Chevron: This is the back button, by clicking this you go back to the previous screen.
Status Menu
At the bottom of the screen there will appear a status menu to let you know the current status of the app.
Selecting an Event
After selecting the type of check ins, on the next page, you will see a list of active events happening today. If you do not see a particular event, then it might not have started yet or has already passed. Events will remain in the list for up to 4 hours after the event has ended.
1. Scroll down the list by touching an event and swiping upward.
2. Once you found the event you are looking for, click the ‘Event Check-in’ button.
* If you are looking to check attendees into a session, scroll down to the ‘Selecting a Session’ section of this document.
Check-in an Attendee (Pre-Registration)
To check-in an attendee, you have two options. You can either scan their QR code or lookup the attendee if they are already registered for the selected event.
After you check-in an attendee, you will be brought back to this screen where you will see the title of the event on the top of the screen then you will see information for the event registration in the first box. It will present the event registrants’ first and last name, their email address and any memo information if memo information was filled out for the registrant.
The bottom box will display the status of the check-in record such as if the attendee is ‘checking-in’, ‘checking-out’ or if the event registration is ‘not found’.
Check-in an Attendee (CSUSM ID)
To check-in an attendee that has not pre-registered to the event you need to navigate back to the main menu and under the ‘What type of registration are you checking in?’ question select the ‘CSUSM ID Check in (CSUSM ID scan)’ option. If you select this option, you will have to scan student’s digital ID or lookup students by their name, email address or student ID.
Check-in an Attendee (Auto Scan)
To set the iPad into auto check-in mode, navigate back to the main menu and select the ‘Self Check in’ option. After selecting an event the app will automatically open the camara and will wait for a QR code scan (either registration code or digital ID depending on the option selected from the previous step). After a QR code scan you will be brought back to the check in screen for processing. Once processing has been completed the app will wait 3 seconds and then pull the camara back up and wait for another scan to take place. If you wish to look up an attendee or student you may click the cancel button on the camara screen and click on the lookup button.
Check-in an Attendee (Updating Number of Guests)
If you need to track the number of guests each attendee brings then select ‘Yes’ for the option under ‘Will you be updating the number of guests during check-in (event check in only)?’. This option is only available if the ‘Manual Check in’ option is selected.
When you go to the check in page, you will see a column labeled ‘Number of Guests’ and a dropdown option box with a button titled ‘Update’. They are greyed out and you cannot click on them since they do not refer to any attendee.
Only after you check-in an attendee will you be able to update their number of guests. To do so just click on the dropdown box displaying a number and select the number of guests they brought. Values are 0-10. Once you selected the correct value you just need to click the update button. This will update the number of guests associated with the event registration record.
Check-in an Attendee (Lookup Screen)
By pressing the lookup button, you will be taken to a screen with a search bar and a list of attendees.
Using the search bar: Tap into the search bar text field and begin to type in the name of the attendee or the email address of the attendee. As you begin to type, the list of attendees begin to filter based on the text being typed.
Once you found the attendee to check-in, go ahead and click the button to the right of their name. It will either say ‘Check-in’, ‘Check-out’ or ‘Update Check-out’.
Check-in an Attendee (Scan Button)
If the attenddee already has their QR button code present you may check them in by simply clicking the ‘Scan’ button. This will bring up the iPad’s QR scanner. It uses the camara so just point the camara on the attendee’s QR code and the iPad will scan the code. Afterwards, the iPad will beep and bring you back to the check-in screen where you will seen information on the event registration and the status of the check-in record.
Example of an attendee that has been checked into an event.
Select a Session
1. To check-in attendees to a session you must either restart the app or click the back button several times to get to the first screen.
*To restart the app please refer to the ‘Restarting the App’ section in this document.
2. Then you can scroll to find the event that has sessions available and click on the button ‘Select a Session’.
Lastly, scroll to find the session you want and click on the ‘Session Check-in' button.
You will be taken to a screen similar to the Event Check-in screen but now you will see a session title under the event name.
From here you can either scan an attendees QR code or lookup the attendees event registration.
*For further information please refer back up to the section title ‘Check-in an Attendee’ within this document.
Restarting the App
To restart the app just swipe right on any screen. This will exit the app and bring you to the power app’s main screen. Just click on the app titled “CSUSM – Event_Session Check-in (Out) – Multi-Function” within the ‘CSUSM Production – Marketing’ environment to get back into the app.