There are multiple ways to track attendance at your events. Student organizations are encouraged to track attendance at all events, whether those events require event registration or not!
The following information explains how your student organization can track attendance with mySource at events that have been registered and approved through mySource.
Event Pass (for Attendees)
Attendees must use their mySource Event Pass to check in at events using one of the following methods:
- Log into mySource and navigate to Account > Event Pass
- Use the Corq app
Check-In App (for Event Hosts)
Organizers will use the Campus Labs Check-In App to scan attendees’ Event Passes.
- This app will allow you to scan attendees’ mySource Event Pass
- Multiple people can check in attendees at the same time using the event’s Access Code.
- For detailed instructions, refer to Student Involvement’s training video “Attendance Tracking with mySource” on YouTube.
Scanning
Once downloaded you can enter the event access code and login with your myBama information. Within the Campus Labs Check-In app, there are three attendance features:
- Scanning Passes – This is the required method. It is the most efficient for organizers and ensures attendees have previously logged into mySource to activate their profile.
- Lookup – Allows you to search attendees by their Crimson email address. The attendee must have already logged into mySource.
- “+” Button – Located in the upper right-hand corner, this feature allows you to manually type in Crimson email addresses. This method is more limited because it requires the organizer to enter the full email address without any typos.
Event Access Code
Any officer or Event Smart certified organization member can access the Event Access Code using the steps below. An event must be approved for the Event Code to be accessed. If an event is co-hosted, only the organization that registered the event can access the event code.
Navigate to the Host Organization’s Profile > Events Tab
- Under your memberships, click the profile of the organization that is hosting the event.
- Click the organization menu in the left corner and go to the “Events” section.
On the “Events” tab you should see a list of your organization’s approved events.
- Only approved events will appear in this list. If a student organization event is still pending, it will be listed in your individual submissions (under your mySource profile in the upper right corner of the screen).
- To view an approved event, click the hyperlink of the event name.
- If you submitted an event with several dates, make sure to click on the correct instance of the event.
- The Event Access Code will be listed when you click on the hyperlink to the event name. o From this page you can also cancel your event, submit a change request, and access the event approval certificate.
- If the Check-In App has an error or you run into other issues, you should have a backup method to track attendance. Your organization can upload attendance to the event in mySource afterward (see below).
Attendance URL
Your student organization can also use the Attendance URL link to track attendance. Anyone who visits the URL and logs in with their myBama information will be marked attended at the event. For virtual events, you can post the URL for attendees to visit.
For in-person events, you can use a free QR code generator to create a QR code of the link. Attendees can use their phone’s camera to hover over the QR code, visit the link, and log in with their myBama information.
The Attendance URL is located with the organization event in mySource. Make sure to choose the correct event instance if your event has several dates/times.
Adding Attendance to mySource After an Event
The Campus Labs Check-In App automatically uploads attendance data to mySource. If you collect attendance via another method (survey, ACT Cards, etc.) but would like to upload the attendance records to mySource, follow the steps below.
Click “Add Attendance” for the correct event on your organization’s event list. Please note that if you have multiple instances of the same event, you need to select the correct date.
Click to the “Text Entry” option and paste a list of attendees’ Crimson emails.
- This is the best option to make sure your attendees are logged.
- You’ll need a list of Crimson/UA emails for all attendees. Paste the emails into the text box (one email per line, no other info) and click “Add.”
Done! After clicking “Add” to log all attendees, make sure the event’s “Attended” number matches the number of emails you added. If not, search for any spelling or other errors in the email list and reupload.
Creating Event QR Codes
Attendance QR Codes are accessible directly with mySource on your event page (“View QR Code”). These codes can be embedded into a presentation or printed so that guests can scan it with a smart phone. They will be prompted to login to mySource, and as soon as they input their credentials, their attendance is logged!