Take Attendance using Volunteer Dashboard

This is one of three ways to take attendance using EnrolHQ.

We're going to work inside events and event lists, and we are going to take attendance for this event, on the 17th of July, where we have nine people booked in, divided based on five families.

Step one is to go into the event by clicking on "edit," and then scroll down to see the attendees of your event.

This is a list of the people registered to attend the event across all the different sessions.

If you keep scrolling down at the bottom here, you'll have different links for each of your sessions for the volunteer dashboard.

These links are used to take attendance for a specific session.

You can see that we have multiple sessions for this event, in this case, we're looking at session "test six," which is the 29th of October.

If you scroll back down, you will find the link for "test six," here, which is the correct session, and you can click on the volunteer dashboard link and log in.

This login is by default the same one as you use to log into EnrolHQ.

But you can also create volunteer users for this.

A volunteer user will have a set password they can use to log in.

To set this up, go back into EnrolHQ, and navigate to the main menu, "user management," and "users."

If you don't see user management in your main menu, that might be because you don't have the permission to do so. In that case, you need to contact your IT team to give you access.

A volunteer user can be students, standing with iPads and taking attendance upon arrival to the event.

To add a volunteer user, you would do that under the volunteer section.

Click on add and enter a little bit of information. This can be a general user that would have access only to certain event information.

The volunteer user would use a custom password to log in, and you can set this, here.

If you now go back to the event attendees list for the 17th of July event, in the main menu, under Event lists, and click on edit,

You will have the ability to filter down the sessions, in this case for "test 6" session, on the 29th of October,

Based on the amount of registrations, you can choose to take a manual attendance, make the parent take their own attendance using a QR code, or use the volunteer dashboard.

In this case, the event has a total of seven attendees, with a few families only. And we are going to take attendance using the volunteer dashboard.

When you log in, you can see that there are two families registered. You can see all the registrations that belong to that family, by clicking on their name.

For larger events, you can have hundreds of families, and you would easily sort them as they appear in alphabetical order of the last name.

Now, to take attendance, you would click on the student, ask the attendees about their details, and then select all the people who have attended the event, and you would click save.

You can also take additional information by clicking on "Show More" and adding a comment. For example, if a student didn't attend, we can take a note against the student, here.

We can note something like: "Jimmy was sick and couldn't attend the event."

We can also take notes against a sibling profile. Let's say we found out that Robert, a sibling, is interested in basketball.

Notes like these can help with sending personalised information to the parents, or even to improve marketing efforts.

When you are ready, remember to "save" all the comments you've made.

Then do the same for all attendees.

If you go back to EnrolHQ and open up the student record for Jimmy, in the notes section, we now have a new note related to this event, stating that "Jimmy was sick and couldn't attend the event."

If you go to the sibling record, you will also have a note that Robert was interested in basketball.

This note is now visible for all EnrolHQ staff so that the right person can take action.

Back in the event list, inside the event, under the attendee section, we can now see that this family has been marked as "yes" for attendance.

The volunteer dashboard is a very easy way for students to help you out with event attendance. You would put this on an iPad or a tablet and give the students a volunteer login.

As the event attendees start to appear, the staff can then focus on more important things such as talking to prospective families, answering questions, or showing them around campus.

All the students need to do is ask for the last name of the attendees, find that person's name, open up their record, and take attendance.