Creating events for open registration

      

Open registration events are events where you have not created an attendee list, and as people arrive they swipe in and are recorded as attending.

Open registration events are ideal for keeping track of a student’s current location during study periods or library periods where they could be at a number of locations. It is also great for music tutorials – students swipe in and out of an open registration ‘music lesson’ event, thereby recording where the student is located without you having to create events for every single music lesson.

 

To use open registration events you need to do the following:

1.Create an event and set it to allow registration;

Have a dedicated terminal with swipe station or bar code reader at the location of the event (or nearby), which is mapped to that location. Attendees will swipe in and out as they enter and exit the event.

Specify the event location – which needs to be the same as where the terminal is.

Don’t add any attendees on the set up

To begin swiping into events, please speak to Civica for the event swipe url for your school. Use this url to bring up the event swipe in screen. For security reasons, the event swipe screen can operate without being logged into iWise, which is why it doesn’t have a standard iWise menu location.

 

Step 1: Set the event to allow registration

To set the event to allow registration, double click on the event to bring up the event details and select ‘Yes’ from the Allow Registration field on the Registration and Calendar accordion of the Maintenance tab.

Step 2: Map the terminal to the a specific location

This only has to be done once per terminal and location. If you have used the terminal in the location for a different event you won’t have to do this step again.

The quickest way to map a terminal to a specific location is to call up the event swipe url, and while being logged onto iWise in another tab (or window), use the link in the bottom left corner to assign it to a room.

Log into iWise on the terminal you want to assign to a location.

(The following instructions won’t work unless you have Admin permissions and are logged in to iWise)

 

In a separate window, open the event swipe URL. Please speak to Civica if you don’t know this url as it is different for every school and also different to your normal iWise url.

At the bottom left of screen you will see the Room Assignment area. If the terminal is already assigned to a room this will be displayed here but if it is not assigned you will see Room Unassigned.

Click on Change.

The Change Terminal Room pop up appears where you can assign the terminal to a room.

Select the room and then click OK.

lightbulb_on  The list of rooms in this popup is coming from the rooms used in your timetable.

If you want to assign a terminal to a room not used in your timetable you can create a new room via Home | Admin | Control Panel | Rooms.

You might do this if you wanted to create a ‘Music Reception’ room, for example – It may not be a physical room as such, but rather a place where students go to swipe into one of many music rooms, all into the same event of ‘music lesson’.

As an alternate way of assigning terminals to rooms, individual rooms on the Rooms screen contain a grid at the bottom to manage this.

 

Step 3: Specify the event location

This is done as you create the event, on the General tab. The event location needs to match the location specified on the terminal.

lightbulb_on  If you set up open registration events without specifying the location or mapping a terminal to a location, when the attendee swipes into the event they will have the opportunity to select the event to which they are attending.

 

Step 4: Don’t add any attendees at the time of set up

This is pretty easy! Just leave the Attendees tab alone. As students swipe into the event they will automatically become attendees.

lightbulb_on  Events are open for registration 10 minutes before the start time of the event.

 

Students can swipe in at any time and this is recorded in the Time In column of the Mark Roll tab. They are recorded as attending the event until they swipe out again. This is then recorded in the Time Out column.

 

information2  Please note that if a student attends an event twice that the Time In column will show the first time they swiped and the Time Out column will show the last time they swiped. This can potentially be an issue as iWise will have them recorded as attending from the start of the first attendance to the end of the second. Please discuss a solution with Civica if this is an issue you are experiencing this at your school.