Taking Attendance and Electronic Waivers at your Event · Campfire Events Attendance Tracking can be used on any cell phone or tablet. This function behaves differently based on the

Taking Attendance - ss of 11-17-17

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Taking Attendance and Electronic Waivers at your Event At your event, you can tag each registrant as attended or no show and easily see who has signed an electronic waiver when they registered. You can also enter new registrants and have them sign an electronic waiver. This can help reduce the sign-in sheets and piles of waivers. Registrants to your events have the option of registering and signing an electronic waiver (if it is required). You will be able to see the list of registrants and see if they have signed an electronic waiver. If a registrant has completed an electronic waiver, there is no need to have them sign a paper waiver. This should make every outings leader’s life just a bit easier. You can also take attendance at your event. Campfire Events allows you to track attendance and waiver status on your smartphone at your event. If you don’t have connectivity, you can download your registration list on this function when you are at home with internet, track attendance when you are at your site and then save the data to be uploaded when you again have internet access. Of course, you can also add attendees through the Add Participant function under Registered Participants. Campfire Events Attendance Tracking can be used on any cell phone or tablet. This function behaves differently based on the requirement of a waiver. If the event is an outing, a waiver is required. If a waiver is not required, it is skipped on attendance tracking. The button to make a waiver required or not is on the front page of your event creation. For outings it it automatically checked and can not be unchecked. For events that are not outings, you should use your best judgement about requiring a waiver. Most non-outings will not require a waiver. To take attendance: Log into Campfire Events. If you are a leader of an event that is occurring today or a less than a week ago, you will see a button that says “My Event Attendance”.

Waiver Required Waiver Completed Paper Waiver Vs Digital Waiver


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Paper waiver Digital Waiver

Attendance Status Waiver Required

Attended No Show Cancelled

Waiver Not Required Attended No Show Cancelled

Adding New Participants Waiver Required Waiver Not Required

Saving Changes

Attendance Complete

Problems we need help in figuring out:

My Event Attendance Home When you click on “My Event Attendance” the events that are available to enter attendance information is provided. You can only take attendance the day of your event. You can also enter attendance for events that happened in the last seven days. You cannot take attendance for events in the future.


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Along with the date and event name, there are three options:

1. Take Attendance - this is where you can mark a person as attended, canceled, or no-show. You can also add new participants and have people sign an online waiver.

2. View Participant List - you can view a list of participants who have already registered 3. Attendance Complete - this is to specify that you have completed entering attendance

information.


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Waiver Required To track attendance, click on “Take Attendance” for your event.

This will show the date, title and sponsoring entity with a reminder that a signed waiver is required for all attendees.


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The list of participants is presented alphabetically. Find each person who is at your event. Check the Waiver status. For each participant, there is a button to indicate paper waiver or digital waiver and three options for attendance.

Waiver Completed If the participant signed an online waiver at the time of registration, it will say Waiver Completed. Check off Attended. They will be tagged as attending your event.

Paper Waiver Vs Digital Waiver If your participant did not sign a waiver upon registering online, there are two button options:


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Paper waiver The participant must hand you a signed paper waiver. Remember you must allow any participant the chance to use paper waivers. When they hand you a paper waiver, click on “Paper Waiver”. A confirmation box will appear asking you to confirm that you received a completed paper waiver:

Once you click on “Participant Paper Waiver Completed”, the participant is marked as Waiver Completed and is tagged as Attended.

Digital Waiver If the participant would like to sign a digital waiver at your event, click on “Digital Waiver” and hand over your device. The participant MUST complete the digital waiver.


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They must check box the first two boxes:

1. I was able to open each section heading and read the full text. 2. I HAVE CAREFULLY READ, UNDERSTAND, AND VOLUNTARILY SIGN THIS

DOCUMENT AND ACKNOWLEDGE THAT IT SHALL BE EFFECTIVE AND LEGALLY BINDING ON ME, MY PARTICIPATING CHILD, AND MY/MY CHILD'S FAMILY MEMBERS, HEIRS, EXECUTORS, REPRESENTATIVES, SUBROGEES, ASSIGNS, AND ESTATE.

The next two boxes are optional.

3. Optional: Please check if you do NOT agree to the Image/Statement Authorization above.

4. I am under 18 years old They must hit the submit button and hand the device back. When they hit submit, a copy of the waiver will be emailed to them. After the participant has handed back their device, click on “Continue Take Attendance” to go back to the attendance screen.


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Please remember, the participant must agree to the digital waiver and check the boxes themselves. You can do that for them. Once they sign the digital waiver, they are tagged as attended.

Attendance Status Clicking on a box will mark the person as Attended, Cancelled, or No Show.

Waiver Required


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Attended The Attended option will not be clickable if the waiver process has been completed or the participant signed the digital waiver upon registering.

● If the participant signed a digital waiver at your event, they will already be marked as Attended.

● If the participant signed the digital waiver when they registered online, you should check Attended.

● If the participant hands you a digital waiver and you have checked that you have received it (click on Paper Waiver for that process), they will be marked as Attended.


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● If the participant would like to sign a digital waiver at the event, click on Digital Waiver and hand them your device. Once they go through the process and hands it back, they will be marked as Attended.

No Show If a registrant does not show up, you have two options. Click on No Show. That information will be tracked and you will be able to pull reports based on now shows, cancelled and attended. You will also be able to see your frequent Now Shows. How dare they! Or you can let just those people unchecked. When you save your attendance info, anybody who is not marked as Attended or Cancelled will be tagged as a No Show.

Cancelled If the registrant contacted you to cancel, you can check Cancelled and that information is tracked.

Waiver Not Required


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Attended If a participant shows up, mark them as attended.

No Show If a registrant does not show up, you have two options. Click on No Show. That information will be tracked and you will be able to pull reports based on now shows, cancelled and attended. You will also be able to see your frequent Now Shows. How dare they! Or you can just leave those people unchecked. When you save your attendance info, anybody who is not marked as Attended or Cancelled will be tagged as a No Show.


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Cancelled If the registrant contacted you to cancel, you can check Cancelled and that information is tracked.

Adding New Participants If you need to add a participant who did not pre-register, you can click on the “Add Participant” button.


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Waiver Required If a waiver is required for your event, this will bring up a box to enter the new participants info and give them a chance to sign a waiver. You must give your device to the new participant so they can enter their information and choose which waiver to fill out.


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If they choose digital waiver, they will be sent to the Digital Waiver Form. They must check off the first two boxes. After hitting Submit, they should had the device back to you. You can either continue with registering new participants or you can close the screen to be brought back to the Event. They will be tagged as Attended. If they choose paper waiver, you should hand them a paper waiver and you should mark them as paper waiver where you will be prodded for confirmation and they will be tagged as attended.


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Waiver Not Required After clicking on “Add Participant” a box will appear to enter the new participants info. When the submit button is clicked, the screen closes and you are back to attendance tracking.

Saving Changes For any kind of change you make, a reminder will appear on your Participants screen that you have changes to be saved. This includes when you mark Attended status, No Show or Cancelled. It also appears when a new participant has been added.


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If you do not have internet connectivity, you can wait to hit the Save Changes button until you are back online. The information is magically saved by elves on your phone. At least that is how it was explained to me. Please remember to save your changes once the internet is available to you.


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Attendance Complete Once you have completed taking attendance and adding new participants, check on Attendance Complete.

Problems we need help in figuring out:

1. We currently do not have opt-in language on any of our attendance screens. Traditionally, we have a sentence that informs them if a person gives us their email


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address, they will be added to our online community and will receive occasional emails. How should this be included on our attendance tracking? Should we make new participants sign in and give them the warning then. This would involved the leader of the event handing over their device. Or should we have the leader verbally warn them? What do you all think?

2. What happens if a participant does not want to give their email address? 3. How important is collecting phone numbers at an event? For new participants, the

screen does not include a phone number field. Should we have that as an option? 4.

Documents

Taking Attendance and Electronic Waivers at your Event · Campfire Events Attendance Tracking can be used on any cell phone or tablet. This function behaves differently based on the