iAttended Administrative User Guide

The Event System

Event Types

Type Permissions

Nested Event Types

Periods

Events

Additional Event Configuration Options

Adjust for Daylight Saving Time Changes

Incremental Events

Survey Events

Question Types

Getting Students Registered

Self Registration

Upload Expected Attendance with Auto Subscribe

Updating User Details

Event Verification Options

QR Scan

Permanent

Live

Beacon

Setting Up a Beacon

Text Code

Whole-Event Code

In and Out Code

Single-Use Code

Challenge Quiz

Video

uAttended Scan

Data Uploads

Student IDs

Student Names

Tags

Period Requirements

Expected Participation

Attendance

Reports

Event Attendance

Pending Attendance

Period Attendance

Student History

Logs

Data Structure and Storage

Editing Credit Value

Bulk Deleting Records

uAttended App

uAttended.com

App Store Links

The Event System

Event Types

Event types are categories within which you will create events and define time periods with attendance requirements. For example, you might create a Chapel event type, then define a Fall 2020 semester during which students need to attend 20 chapel events. Once a user attends an event, he or she is subscribed to all future events of that type, meaning that they will appear in the main screen of the app. This means that many event types will be invisible to your users if they have not attended an event. For example, you could create a series of staff events that would not be visible to students.

To ensure you know the identities of the people attending your events, you can require that attendees have a verified email address at your school. To do so, select the email address pattern or patterns that your students use, usually your @school.edu address, which can be configured in the organization settings page.

Once you have created at least one event type, you can upload further event types in a CSV file by following the “Upload Bulk Events” button in the Create Event Type page.

From the Event Types page, you can review a list of current subscribers to that event type, which will also show you the date of each user’s last activity. You can unsubscribe individual users or unsubscribe everybody on the list at once, which could be used to reset groups at the end of a semester. Unsubscribing someone from an event type will not affect their attendance record, but it will remove upcoming events from their app. Unsubscription actions are not permanent, so users will be able to resubscribe if they attend a related event or use an event type subscription code.

Type Permissions

In the list of event types, you can generate or regenerate a six-character code that can be used to log into the uAttended app. Anyone using a code will have access to all events corresponding to that type. You can give the code to people who you want to help manage attendance at those types of events. You can also use it to set up iPads for displaying QR codes.

If you regenerate the code, anybody using the uAttended app with the previous code will be logged out immediately and will need to use the new one to resume. You might consider regenerating the codes each semester or year if you have turnover in the teams you use to help with those events.

Nested Event Types

After you’ve created your first event type, you will have the option of making any other types descendants of existing types. Credits earned in a descendant type will flow up to parent types. You could, for example, have a main chapel type with discipleship group events that contribute to chapel requirements. When creating a child event type, you can specify the following parameters:

Event types can be infinitely nested with each level adjusting the credits that flow to its ancestors. Consider the following structure where you have multiple discipleship groups.

The Smith, Jones, and Brown groups would be subtypes of discipleship groups, which itself is a subtype of chapel. Smith events would only appear to students who are already a part of that group. You could set the discipleship group type to pass a maximum of five credits up to chapel, so even if a student went to all three groups and earned 20 credits, only five would pass through the discipleship type to count as chapel credit. When configuring the discipleship group and Smith, Jones, and Brown groups, you’d keep the “Display with Parent Events” to Don’t Display.

On the list of event types, you can use the circular arrow button to generate or regenerate a six-letter code that can be used with the uAttended site or app to give selected users access to events of that type so they can pull up QR codes and one-time codes. When you set up your event type, you can specify whether the uAttended code for this type will also give access to any child types. By default, access to child types is not turned on.

Virtual Types

Create a virtual type that you can use to define and limit the flow of credits to parent types yet prevent any events from being created within that type. In the previous example, if Discipleship Groups is virtual, you could create events for Chapel and the Smith, Jones, and Brown groups, but no events could be directly defined as Discipleship Group.

All this setting does is hides the event type as an option when creating or editing events, so if you needed a one-time Discipleship Group event, you could edit the type to turn off its virtual setting, create your event, and then set the type back to virtual. The newly created event would still appear to subscribers just as any other event but no new events could be added unless the virtual setting were changed again.

Periods

Defining a period allows you and your users to track how many attendance credits have been earned within that period. In most cases, a period will represent a semester, so you might label it that way, too: “Chapel, Fall 2020.” You have the following options when configuring a period:

Events

These are the heart of the iAttended system, and your users will attend these to earn credits towards their period requirements. You can use either the single-event form or the recurring-event form to create these, though the options will be slightly different depending on what form you use.

Additional Event Configuration Options

After creating the event, you have several options in the event details page to manage the event.

Adjust for Daylight Saving Time Changes

If you have created recurring events that cross into or out of Daylight Saving Time, we try to change the start and end times when you create the events, but if you need to adjust the start time of some events by adding or subtracting an hour, you can click any of the recurring events to access the event detail page. Click the Adjust link beside the start time, which will take you to a list of all the recurring events that were created with it. Events will be listed by date, and clicking the add or subtract time button beside an event will change that event and all of the events after that one.

Incremental Events

This is a special type of event designed for long-running activities like study halls or practices that may not be accomplished in a single visit. Users will use a QR code or be scanned by the uAttended app when they enter and leave the event. Their times will accumulate until they reach a threshold to earn credit for the activity. Many of the event parameters are similar to the events described above, though there are some additional details that you can define.

Users can use the same QR code to scan in and out, and the app will keep track of whether they are scanning on entry or exit. The event’s attendance list will show each user’s last activity and accumulated time. If you click the last activity date or time column, you will see a log of a user’s entry and exit scans, even if they were incomplete.

Survey Events

Survey events aren’t attended in person like other events, but they appear in event lists and present users with a series of questions. Just like other events, you can schedule when the survey can be taken, and you can assign attendance credit for completing the survey. Surveys can be configured as unscored polls or scored quizzes. For a scored quiz, you can require a minimum number of correct answers before assigning credit. For multiple-question quizzes, you can specify how many questions must be answered before the user can submit the answers.

You can set an unscored poll to be anonymous in the privacy setting. Private surveys will contain a note in the app that the user’s responses will be hidden from administrators, though they will be able to see summary results and that the user participated. Until at least five people have participated in an anonymous survey, summary results will remain hidden so that administrators can’t easily try to figure out the individual answers in such a small response set. Results will be marked pending until that threshold is reached. If a survey is edited to change its setting from anonymous to public after users have begun to respond, the answer from users who participated while the survey was anonymous will remain anonymous.

The event details page will show how many users selected the answers you presented as raw numbers and percentages. If the survey is not anonymous, the attendance list will display an information icon on each row that will show how individual participants answered the questions.

Question Types

You can create the following types of questions.

Getting Students Registered

Self Registration

Scanning a QR code or entering a text code for an event will subscribe them to that event type so they’ll see future events of that type in their app. If that event has a child where the “Display with Parent Events” has been selected, they will also be subscribed to the child. (See the Event Types section.)

You can also generate a text code that will subscribe users to an event type without having to attend an event. On the admin site, go to General Settings → Event Types and look in the Subscription Code column. If it’s blank, click the arrow icon to create a new code. You can share that code for users to enter within the app or on the website. If you click the clipboard icon beside the code, you can copy a suggested invitation text that contains links to the Apple App Store and the Google Play Store as well as the event subscription code. Once the app has been installed, new users can click the Enter Code button in the app and enter the subscription code you generated. If they haven’t verified an institutional email address yet, they’ll be prompted to do so.

Regenerating the subscription code by clicking the arrow icon again will erase and thus disable other subscription codes for that event type.

Upload Expected Attendance

If you know who is required to attend your events, you can use a spreadsheet from the upload data button in the period list or API to upload a list of emails with your institutional email pattern (yourschool.edu). We’ll try to match your email addresses to existing users and subscribe them to that event type. If they’re not in the system yet, we’ll create a ghost account that you can manage just like a regular account, except that only administrators will be able to see ghost data (ghosts are identified in period lists with a ghost icon and in user detail screens with a ghost icon beside the user’s name). When a ghost user logs into the app for the first time with the email address that you used, we’ll merge the accounts and the original account will lose its ghost status.

Updating User Details

By default, the system shows you the names and email addresses that were provided by users within the app. You may, however, override those names by uploading a list of names and email addresses or manually editing a user in the user detail history page on the website. Changing a user’s name does not alter the name a user entered in the app, but it will replace it in reports generated for your organization.

You may also correct or add email addresses for a user, though they can only be addresses linked to your organization (you can’t add gmail.com addresses, for example). If a student used a school email to log in, that also can’t be edited.

Event Verification Options

QR Scan

Permanent

Each event is assigned a QR code that can be read by the app. The QR can also be read by the camera on most smartphones, which will take users to iAttended’s website to process their attendance there.

The QR code can be found in the administrative site in the event’s detail page where you can access a printable version that can be printed and displayed at the event or projected on a screen. This code will only be valid between the event’s start and end times (plus a fringe if specified). Scanning the code outside of these times will generate an error message in the app where users will be told that the event has not started yet or has already ended.

Live

To discourage users copying a QR code and sharing it with non-attendees, you can access a version of the code that refreshes and self-destructs every few seconds. If a user tries to use a live QR after it has been refreshed, it will generate an error message indicating that the event has ended.

Beacon

If you selected beacon as a verification option when creating your event, if a user opens his or her app during an event where you have installed a beacon, the app will present a dialog asking them if they want to verify their attendance at the event. The iAttended app never passively monitors for beacons or a student’s location data, so a user must unlock his or her phone and open the iAttended app before beacons can be detected. You can manage when the beacon becomes visible by setting a beacon delay in the event settings.

If your event requires a minimum duration between scans, the first beacon response will generate a notification that the user must open his or her app again in a certain number of minutes to scan again. If the beacon is no longer available when the app is reopened, the user can use a QR code for the second part of the scan.

Setting Up a Beacon

The most economical way to set up beacons is to buy them yourself from an online vendor. Most sell for around $20 and come with an associated app that will let you configure them and change the power settings, something you’ll want to adjust depending on the size of the room you’re putting them in. We’ve used Feazy beacon ($18 on Amazon) in the past. It’s the size of a hockey puck and takes two AA-size batteries, which should keep it humming for several years.

When you put a new beacon into setup mode, you can find the settings you need in the General Settings → Locations → Beacon Config button. The long UUID string will be the same for all of your beacons, though the major number will change for each room. The minor number can be anything you like; the app ignores it.

Text Code

Whole-Event Code

In the event details page on the administrative website, you can generate a four-digit alphanumeric code that you can give to attendees who can use it to register their attendance. This code is not limited by the event’s start and end times, so it will be valid whenever it is used, so it might be an appropriate option if you are pre-recording an event that will be watched or listened to at different times. You can set a self-destruct timer on a code that will be activated the first time someone uses the code successfully so that it will become invalid after a range of times from one minute to one day. If you wish to make a text code inactive immediately, you can regenerate the code in the event details page.

To keep registration text codes to four letters, codes are automatically deleted and made available for recycling 30 days after the event concludes.

In and Out Code

If your event has a minimum attendance requirement, you can generate separate codes that will be interpreted as either an entry or exit code. Attendees can use a variety of approaches to register their attendance, so you could allow them to scan into an event with a QR code or beacon, and then give an exit text code at the end of an event. Unlike the Whole Event code, in and out codes are sensitive to the event’s start and ending times. They will also not trigger challenge questions. The option to create these codes will only appear in the event details page if the event has a minimum attendance requirement. As with the whole-event code, you can set a self-destruct timer on a code that will be activated the first time someone uses the code successfully so that it will become invalid after a range of times from one minute to one day. If you wish to make a text code inactive immediately, you can regenerate the code in the event details page.

Single-Use Code

You can also generate a single-use text code to give to individual attendees who may have forgotten to bring their phone to an event. These codes can only be used once, and will expire if not used within 24 hours.

Users without smartphones or who are unable or unwilling to install the app can use the iAttendedApp.com website to enter codes in the “Enter Code” tab. This won’t work for events with quiz questions (for now, at least), and students will get a gentle error message telling them that that code only works in the app. In those cases, they’d need to ask an administrator to create a single-use code or scan their “Scan Me” QR code, which they can pull up in a web browser.

Challenge Quiz

To encourage attention during your event, you can create a multiple-choice question that will be presented to users after they submit a whole-event text code. If you create more than one question, the app will randomly select a single question to present to the user. The user will see your question along with up to four answer buttons. A timer at the top of the screen will count down from a duration in seconds that you can define. Leaving the quiz without answering or letting the timer run down to zero without answering will be counted as an incorrect answer.

The question must be answered correctly to earn credit for the event. Attempting to enter a text code once the question has been answered incorrectly will generate an error message. An incorrect answer would not prevent a user from earning attendance credit by other means like a QR scan or by requesting a single-use text code.

Video

Events with a video option will display a small video icon in the app’s event list. The event detail page will show a video button at the bottom of the screen. The video screen will start playing the video automatically and display a countdown showing how much viewing time remains before credit is earned. Once that timer gets to zero, credit is automatically processed in the background. If the event has challenge questions, the questions will be presented to the user when he or she navigates away from the video page. An incorrect response would allow the user to rewatch the video and retake the quiz.

Users can use the iAttendedApp.com website to view videos in a browser, which may be a better viewing experience for some. You can specify whether to allow multitasking while users are watching videos. If multitasking is disabled, the video and timer will stop if a user clicks outside of the active browser tab. Once the user returns to the page and resumes the video, the timer will resume. Browser video users will need to click a confirmation button to finalize their attendance. This lets us trigger the challenge question, if you have one, when the user is ready but before they are ready to leave the page. The video will pause while a challenge question is being presented.

uAttended Scan

You can use the uAttended app for administrators to scan students. Have the student hit the “Scan Me” button in their iAttended app, then, having selected the event for which you want to record their attendance in uAttended, scan the QR code that is displayed on their phone. The name will appear beside a checkmark in the administrator’s uAttended app.

The QR code can also be found on the iAttendedApp.com site, so users without smartphones can log into that site, select the Scan Me tab, and print it for use at your events.

Data Uploads

Student IDs

You can use a spreadsheet or API to upload a list of student email addresses and student or employee IDs. While iAttended doesn’t need or use this identifier, if you have uploaded it, the student ID will be included in your attendance reports. Users cannot enter or see this information in the app.

Student Names

You can use the same spreadsheet or API used for Student IDs to upload a list of student email addresses and names. You can also do this individually in the user details page on the website. Upload the names as “John Smith” or “Mary Jones.” Although app users can update their names within the app, if you have provided a name, that name will supersede the user’s supplied name.

Tags

On the same page where you upload IDs and names, you can upload or remove tags for your users. This could be a way to track attendance for class level (freshman, sophomore), extracurricular activities (athletics, choir), or community status (faculty, staff). You create your own tags, and you can add an unlimited number of tags for each user. Tags can also be added and deleted on an individual basis in the user’s detail page by accessing the “Edit Details” button.

When a tagged user attends an event, the user’s current tags are copied to the attendance record and to the period within which that event is contained. If you have tagged attendance records, attendance lists and period reports will include a searchable column showing those tags.

The tags recorded in attendance records are a snapshot of the user’s tags at that moment, so adding or removing tags won’t change previous records. This way, you can change a user from freshman to sophomore, for example, and know that old freshman records won’t be changed. Tags in period reports are based on the user’s tags in the most recently recorded attendance within that period.

Period Requirements

While you set overall default requirements when you create a period, you can adjust those requirements for any number of users you wish. Use the API or in the upload data page for periods, upload a spreadsheet with the student email, the adjusted requirement, and an adjusted minimum direct credits (if applicable). You can use this if you have cohorts that have different requirements than most other attendees. Students’ requirements will immediately change, and the new threshold will be visible in both the app and in your period reports.

Expected Participation

Use the API or in the upload data page for periods, upload a spreadsheet with the student emails of people you expect to attend events of a particular type during the defined period. We’ll automatically subscribe those users to the period, and we’ll create ghost accounts for email addresses that have not yet used the app or website to log into the iAttended system.

Attendance

At the top of the event details page in the administrative site, you can click the “Upload Attendance” link that will let you upload a spreadsheet of email addresses and attendance credits for an event. You can use this for existing events, or you could create a pseudo event and give students bulk credit (if you set its date in the past, it won’t show up in the app for anyone you don’t add to it). This could be helpful for catching up transfer students or for implementing the iAttended system midway through a period you have already been tracking.

Reports

These reports can be viewed as a web page, downloaded as a CSV spreadsheet, or accessed in JSON format through our API.

Event Attendance

This will list attendees in alphabetical order showing their name, email address, student ID, tags, the time the event was recorded, and the method by which the event was recorded. This report can be accessed by clicking the attendance number in lists of events or by clicking the attendance number at the top of an event detail page. Clicking on a name within the event report will take you to the user’s full history report.

The count shown at the top of the report may differ slightly from the number in the list of events. In events where attendance is recorded in short bursts (i.e. users scanning at the end of an event or watching a live video), sometimes the function that keeps track of total attendance gets overwhelmed by simultaneous data entry, which might cause the totals reported for the event to be undercounted by a percentage point or less. Such discrepancies will last no longer than 24 hours, however, as the system updates out-of-sync counts overnight.

Pending Attendance

Attendees who have not yet confirmed their institutional email address will appear in a Pending Attendance list, which is accessed through a button at the top of the Event Attendance screen. Users will appear there with the screen name and email address they used when first logging into the app, so they may have little resemblance to their real-world personas. The app will continue to prompt such users to provide their institutional email address, but administrators have the option of entering or confirming their institutional email, which will move them into the regular attendance list.

Period Attendance

Clicking a period in the Period Summary list will generate a list of every person who has attended an event in that period. You will see each person’s name, institutional email, student ID (if you’ve provided it), tags (if they exist), number of credits required, and number of credits earned so far. Students who have met or surpassed the requirements will be shaded green.

Clicking a student row will take you to the student history page, where you can adjust the requirements for that period if necessary.

The Clear Inactives button that may appear at the top of the page will let you remove users who appear on the period report but have made no progress towards your requirements. This will have no effect on previous attendance, nor will it prevent them from reappearing in the period if they do attend an event.

Student History

The top section of this page will show a summary for all the periods in which this user has attended an event. You can click the number showing the required credits for the period and adjust it. As with uploads of this type, the new requirement will immediately be reflected in the user’s app and in your period attendance report.

The lower part of the page lists in reverse chronological order every event that the user has attended, showing the scheduled event time, the time the event was registered, the event type, credits earned, and verification method. Clicking the credits earned number will allow you to manually adjust the credits earned at an event. While you cannot delete an attendance record, you can use this to set the credits to zero, which will have a similar effect.

Logs

You can review detailed event logs for an event or for a single user. Links to event logs can be found in the event details page and in the event’s attendance list. A link to a user’s log is found in the user’s history page. You will see when codes were scanned or entered, when and for how long a video was viewed, whether a challenge question was answered correctly or not, and what the updated period attendance totals were after a credit is added or period requirements are changed.

User logs are limited to events that the administrator has permission to view, so there may be additional activity that isn’t visible to every administrator. The user log will show the last 250 recorded events, though event logs show all recorded events. Logs are intentionally redundant and may show multiple records for each attendance event, so they are intended as a backup means of researching answers to questions users might have about their credits. Though you can search the web page using the browser’s search feature, for large logs the best way of searching and filtering may be by downloading the CSV file.

Logs are kept for six months or up to 250 for a single user.

Data Structure and Storage

Each user is assigned an account where attendance records are stored and synced with their mobile device. When administrators review attendance for an event or a period, they are seeing records collected from multiple users rather than a list owned by the event or period itself. What this means is that users have primary control over their attendance data rather than administrators. There are times, however, where administrators may need to correct or cancel attendance records, and we provide two methods of accomplishing this.

Editing Credit Value

If you need to cancel a user’s attendance credits, you can access that user’s attendance record on the website. Click the credit value column in the attendance table, which will take you to a page where you can adjust the credits that the event will be worth to that user. Adjusting the number to zero (you can’t use negative values) means that the user won’t get credit for the event, though the record will still be visible to both the user and administrator. You can add an explanatory note, which will be visible to the user in the app. Even without a note, the attendance record in the app will display a log of the change with the name of the administrator who initiated it.

This is the preferred method of adjusting or removing credits because it retains a record of both the initial attendance activity and the subsequent administrative adjustments.

Bulk Deleting Records

There may be times when it’s necessary to make a clean and total deletion of attendance records, which is possible, though intentionally convoluted. The first step requires an administrator to add an attendance record, which overwrites the first user-generated record and makes the administrator the effective owner of that record. Use the “Upload Attendance” link in the event detail page to do this. One option here is to use the second column in the uploaded CSV file to set the credits to zero, which will have the same effect as editing the credit value described in the previous section. (If the records were initially created by an administrative upload, this step isn’t necessary.)

To continue with a full deletion, use the same CSV file from the previous step and look for the “Fix a Mistake” section at the bottom of the Attendance Upload page. We’ll process the upload by matching the emails on the list with attendance records using that email. If we find a match and if the record shows that it was created by an administrator (see previous paragraph), we’ll delete the record completely.

Because this method destroys data, it is not recommended, though we understand that there are times when it is necessary.

uAttended App

This app works on iPads and iPhones and is provided as an administrative tool to help you manage attendance at your events. Access to the app requires users to have a six-character code that you can create on the iAttended website. You can create codes that work for a single event, a particular event type, or that match your own permissions by using the uAttended Key option in the General Settings tab. If the event type allows, sometimes entering a the code for a parent type will unlock events for all children types as well. Regenerating an access key at any level will immediately log out anybody using the old key.

Once you select an event to manage, you can access several different modes.

Selecting the antenna icon in the top left will ask your device to look for any Bluetooth beacons associated with your account. You can use this to help determine how to place or tune your beacons by seeing where your device moves in and out of range.

uAttended.com

The uAttended.com site gives anyone with a key code access to the QR and text-code generation tools described above, though it doesn’t allow you to scan attendees. Because it can be accessed through any server, this is a useful option for Android users or for audio-visual operators who can use it to project a QR code to a screen.

App Store Links

iAttended for iOS: https://apps.apple.com/us/app/id1472279969

iAttended for Android: https://play.google.com/store/apps/details?id=com.jd.iattended

uAttended for iOS: https://apps.apple.com/us/app/id1451776600

© 2023 iAttended Enterprises LLC

Last updated on Jan 26, 2023