UC Riverside

Library

Event Tracker

User Guide & Instructions

Submit Helpdesk Ticket here

User Management & Roles

Overview: The Event Participant Tracker uses a role-based permission system to control access to different features. Users can have one or more roles that determine what they can do in the system.

Creating a New User

  1. Access User Management: Log in as an Admin and navigate to the Users section
  2. Click "Add New User": Fill out the required user information -or- search and select from the Library Department Users
  3. Assign Roles: Check the appropriate role boxes based on what the user needs to do
  4. Save the User: The user will receive login credentials and can start using the system

User Roles & Permissions

👑 Admin

The highest level of access with complete system control.

Can do everything:
  • Create, edit, and delete users
  • Manage all events (create, edit, clone, delete, host)
  • Access all participants and check-in data
  • Run all types of reports
  • Export data in various formats
  • Manage system settings and configuration
  • Override any permissions or restrictions
Important: Only assign Admin role to trusted users who need full system access.

🎪 Event Host

Can create and manage their own events and handle participant check-ins.

Permissions include:
  • Create new events or clone existing ones
  • Edit events they created or are assigned to host
  • Manage participants for their events
  • Process check-ins and check-outs
  • View participant lists for their events
  • Generate basic event reports
Note: Event Hosts can only see and manage events they created or are specifically assigned to host.

📊 Report Runner

Specialized role for users who need to generate reports and analyze event data.

Permissions include:
  • Access all reporting features
  • Run analytics on event participation
  • Export participant data
  • Generate duration reports for multi-day events
  • Create custom reports by date ranges
  • Print participant lists
Use case: Perfect for administrators, researchers, or staff who need to analyze participation trends without needing to manage events.

👥 Event Participant

Basic user with no assigned roles.

No required permissions:
  • Check-in to events.
  • If necessary, manually enter their own information

Combining Roles

Users can have multiple roles simultaneously. For example:
  • Event Host + Report Runner: Can manage events AND run detailed reports
  • Admin: Automatically has all permissions regardless of other role assignments

Creating & Setting Up Events

Overview: Events are the core of the system. Each event can have different check-in methods, duration tracking, and participant management options.

Creating a New Event

  1. Navigate to Events: Go to the Events section and click "Create New Event"
  2. Fill Basic Information: Complete all required fields (marked with *)
  3. Configure Check-in Methods: Choose how participants will check in
  4. Set Dates & Times: Ensure start and end dates are correct
  5. Review & Save: Double-check all information before saving

Cloning an Existing Event

  1. Navigate to Events: Go to the Events section and find the event you want to clone
  2. Select the Event: Click on the event to view its details
  3. Click "Clone": Use the clone option to create a copy of the event
  4. Modify Details: Update any information as needed (e.g., date, location)
  5. Set Dates & Times: Ensure start and end dates are correct
  6. Review & Save: Double-check all information before saving

Event Fields Explained

Event Name Required

What it is: The display name for your event that participants will see.

Best practices: Use clear, descriptive names like "Annual Faculty Meeting" or "Student Workshop Series - Session 1"

Example: "2024 Spring Graduation Ceremony"

Description Optional

What it is: Detailed information about the event purpose, agenda, or special instructions.

Use for: Additional context that helps participants understand the event

Example: "Annual ceremony for graduating students. Doors open at 8:00 AM, ceremony begins at 9:00 AM. Business attire required."

Location Required

What it is: Physical or virtual location where the event takes place.

Include: Building name, room number, address, or virtual meeting link

Example: "Student Recreation Center, Room 201" or "Zoom Meeting: https://zoom.us/j/123456789"

Start Date & Time Required

What it is: When the event begins and participants can start checking in.

Important: Check-ins are only allowed during the event timeframe

Note: Participants cannot check in before the start date/time or after the end date/time.

End Date & Time Required

What it is: When the event ends and check-ins are no longer accepted.

For multi-day events: Set this to the final day/time when you want to stop accepting check-ins

Check-in Type Required

What it is: Determines how participants can check into your event.

Options Available:

🆔 Card Swipe Only

How it works: Participants use their university ID card to check in

Best for: Events with card readers, secure access needed

Features: Supports automatic check-out for multi-day events

Note: A 1D barcode scanner can be used as an alternative to scan the university id barcode instead of swiping the card.

📱 QR Code Only

How it works: Participants scan a QR code with their phone

Best for: Events without card readers, mobile-friendly check-in

Features: Easy to use, no special equipment needed

🔄 Both Methods

How it works: Participants can use either card swipe OR code

Best for: Maximum flexibility, backup options

Features: Combines benefits of both methods

Active Status Required

What it is: Controls whether the event accepts new check-ins.

Active = Yes: Event is live and accepting check-ins

Active = No: Event is paused/disabled, no new check-ins allowed

You can toggle this on/off at any time to temporarily disable an event.

Special Event Types

📅 Multi-Day Events

When your event spans multiple calendar days, the system automatically:

  • Enables check-out functionality (for card swipe events)
  • Tracks total time spent per participant
  • Allows multiple check-in/check-out cycles
  • Generates duration reports
Note: You can use a multi-day event for Student Worker Timesheet tracking, but it requires careful planning to ensure smooth check-in/check-out processes. For a more detailed instruction, please click here to refer to the user guide.

⚠️ Important Considerations

  • Time Zones: All times are stored in UTC but displayed in your local timezone
  • QR Codes: Automatically generated when you choose QR code options
  • Card Data: Card swipe information is securely stored and encrypted
  • Permissions: Only event creators and assigned hosts can edit events

Participant Check-In Methods

Overview: The system supports multiple ways for participants to check into events. The method available depends on how the event was configured.

Available Check-In Methods

🆔 Card Swipe Check-In

How it works: Participants swipe their university ID card through a connected card reader.

Setup Requirements:

  • Compatible card reader device
  • Computer with card reader software
  • Network connection to the tracker system

Process for Participants:

  1. Approach the Check-in Station: Find the designated check-in area
  2. Swipe ID Card: Insert or swipe university ID card through the reader
  3. Wait for Confirmation: System will beep/display confirmation message
  4. Check-out (if multi-day): Repeat process when leaving
Benefits:
  • Fast and efficient
  • Automatic participant identification
  • Supports duration tracking
  • Works without smartphones
Limitations:
  • Requires card reader hardware
  • Participants must have university ID cards
  • Need technical setup and maintenance

Note: A 1D barcode scanner can be used as an alternative to scan the university ID barcode instead of swiping the card.

📱 QR Code Check-In

How it works: Participants scan a QR code using their smartphone camera or QR code app.

Setup Requirements:

  • Display QR code on screen, poster, or handout
  • Participants need smartphones with camera
  • Internet connection for participants
  • Participant must have a valid CAS login credentials

Process for Participants:

  1. Open Camera App: Use built-in camera or QR code scanner app
  2. Scan QR Code: Point camera at the displayed QR code
  3. Follow Link: Tap the notification/link that appears
  4. Complete Check-in: Login with their CAS credentials.
Benefits:
  • No special hardware required
  • Easy to set up and use
  • Contactless check-in
  • Can be printed or displayed digitally
Limitations:
  • Requires smartphone and internet
  • CAS credentials are required
  • No automatic check-out capability

✍️ Manual Entry Check-In

How it works: Event staff manually enter participant information into the system.

Setup Requirements:

  • Staff member with Event Host or Admin access
  • Computer or tablet with system access
  • Participant list or sign-in sheet

Process for Staff:

  • Access Event Management: Log into the system and open the event
  • Find Participant: Search for participant by name, email, or ID
  • Record Check-in: Click "Check In" button for the participant
  • Add New Participants: Create new participant records if needed
    • Benefits:
    • Works for all participants regardless of technology
    • Staff can verify participant identity
    • Immediate problem resolution
    • Can handle special cases or exceptions
    Limitations:
    • Requires trained staff
    • Slower than automated methods
    • Potential for human error
    • May create bottlenecks at large events

    Choosing the Right Method

    🎯 Decision Guide:

    • Small events (< 50 people): QR Code or Manual Entry
    • Large events (> 100 people): Card Swipe or Both Methods
    • Multi-day events: Card Swipe (enables duration tracking)
    • Outdoor/mobile events: QR Code
    • High security events: Card Swipe
    • Mixed audience: Both Methods for maximum flexibility

    Starring Participants for Rewards

    Overview: Event hosts and admins can "star" participants who deserve special recognition, rewards, or follow-up. This feature helps track outstanding participants during or after events.

    ⭐ How to Star a Participant

    Who can star participants: Only Event Hosts and Admins have permission to star participants.

    Requirements:

    • Participant must be checked in to the event
    • You must have Event Host or Admin role
    • You must be the event creator or assigned host

    Process for Starring:

    1. View Event Details: Navigate to the event's detail page
    2. Find the Participant: Locate the participant in the "Recent Check-ins" table
    3. Click Star Button: Click the star icon (⭐) in the "Actions" column next to their name
    4. Add Optional Reason: Enter a reason for starring (e.g., "Great participation", "Helped others", "Asked excellent questions")
    5. Confirm: The participant will be marked with a star icon and added to the starred list
    Benefits of Starring Participants:
    • Track outstanding participants for rewards or recognition
    • Remember who contributed significantly to the event
    • Generate lists of participants for follow-up activities
    • Identify potential mentors or future event helpers
    • Create data for participation awards or certificates

    📋 Managing Starred Participants

    Viewing Starred Participants:

    • Click "View Starred Participants" button on the event page
    • See complete list with reasons and timestamps
    • View who starred each participant

    Editing Star Information:

    • Edit Reason: Click the edit button (✏️) to update the reason for starring
    • Remove Star: Click the remove button (❌) to unstar a participant
    • Add Reason Later: You can add or edit reasons at any time after starring
    Star Statistics: The event page shows the total count of starred participants in the participation statistics section, helping you track engagement levels.

    💡 Best Practices for Starring

    When to Star Participants:

    • Active Participation: Participants who ask questions, contribute to discussions
    • Helpful Behavior: Those who assist other participants or help with event setup
    • Outstanding Engagement: Participants who show exceptional interest or enthusiasm
    • Leadership: Natural leaders who emerge during group activities
    • First-time Attendees: New participants who show great potential

    Reason Examples:

    "Asked thoughtful questions during Q&A"
    "Helped other participants with technology issues"
    "Excellent networking and engagement"
    "Provided valuable feedback during discussion"
    "First-time attendee with great enthusiasm"
    "Volunteered to help with event setup"
    Important Notes:
    • Each participant can only be starred once per event
    • Stars can be removed if added by mistake
    • Starring is event-specific - the same participant can be starred in different events
    • All starring activity is logged with timestamps and the user who starred them

    Running Reports

    Overview: The reporting system provides detailed analytics and data export capabilities. Only users with Admin or Report Runner roles can access these features.

    Available Reports

    📊 Events & Participants Report

    What it shows: Overview of all events with participant counts and check-in method breakdown.

    Information Included:

    • Event names, dates, and locations
    • Total participants per event
    • Breakdown by check-in method (QR code vs. card swipe)
    • Event status (active/inactive)
    • Summary statistics across all events

    Filters Available:

    • Date Range: Filter by event start/end dates
    • Event Name: Search for specific events
    • Export Options: CSV download for Excel analysis
    Best for: Getting overall participation statistics, comparing event popularity, understanding check-in method preferences.

    📅 Events by Period Report

    What it shows: Events grouped by time periods to show trends and patterns over time.

    Time Period Options:

    • Monthly: Events grouped by each month
    • Quarterly: Events grouped by quarters (Q1, Q2, Q3, Q4)
    • Annually: Events grouped by year

    Information Included:

    • Events count per time period
    • Total participants per time period
    • List of events in each period
    • Year selection for historical data
    Best for: Identifying seasonal trends, planning future events, showing activity levels over time.

    📈 Analytics Dashboard

    What it shows: Comprehensive analytics with charts, graphs, and detailed insights.

    Analytics Included:

    • Summary Statistics: Total events, participants, check-ins
    • Check-in Methods Breakdown: Distribution of QR vs. card swipe
    • Daily Participation Trends: Check-ins per day over time
    • Top Events: Most popular events by participation
    • Top Participants: Most active participants
    • Average Metrics: Check-ins per event, participation rates

    Date Range Options:

    • Custom start and end dates
    • Default: Last 30 days
    • Visual charts and graphs
    Best for: Executive reporting, understanding participation patterns, identifying most engaged participants and successful events.

    ⏱️ Participant Duration Report

    What it shows: Detailed time tracking for multi-day events with check-in and check-out capability.

    Requirements:

    • Only available for multi-day events
    • Events must support card swipe check-in
    • Participants must have checked in AND checked out

    Information Included:

    • Individual participant time sessions
    • Total time spent per participant
    • Check-in and check-out timestamps
    • Duration calculations (hours and minutes)
    • Summary statistics for the event
    • Average time spent per participant
    Best for: Conferences, workshops, training sessions, timesheet tracking, compliance reporting.
    Note: This report only shows data for events configured with card swipe check-in and multi-day duration.

    🖨️ Printable Participant Lists

    What it shows: Clean, formatted participant lists optimized for printing.

    Information Included:

    • Participant names and contact information
    • Check-in timestamps
    • Duration data (if applicable)
    • Event details and summary statistics
    • Professional formatting for reports

    Export Options:

    • Print-friendly view: Optimized for paper printing
    • CSV Export: For Excel or database import
    • Excel Export: Formatted spreadsheet with formulas
    Best for: Creating attendance records, providing participant lists to presenters, compliance documentation.

    How to Run Reports

    1. Access Reports Section: Log in with Admin or Report Runner account and navigate to Reports
    2. Choose Report Type: Select the type of report you need from the available options
    3. Set Filters: Configure date ranges, event selections, or other filters as needed
    4. Generate Report: Click "Generate" or "Run Report" to create the report
    5. Review Results: Analyze the data displayed on screen
    6. Export if Needed: Download CSV or Excel files for further analysis

    Report Export Formats

    📄 CSV (Comma Separated Values)

    Best for: Importing into Excel, Google Sheets, or databases

    Features: Universal compatibility, small file size

    📊 Excel (XLSX)

    Best for: Advanced formatting, formulas, and professional reports

    Features: Preserves formatting, supports complex data types

    🖨️ Print-Friendly

    Best for: Paper documentation and physical file storage

    Features: Optimized layout, clear formatting for printing

    ⚠️ Data Privacy & Security

    • Access Control: Only authorized users can run reports
    • Data Protection: Participant information is handled according to privacy policies
    • Export Security: Downloaded files should be stored securely
    • Retention: Follow institutional data retention policies

    Need Help?

    For technical support or questions about using the Event Participant Tracker:

    • Contact your system administrator
    • Check the application documentation
    • Report bugs or request features through your institution's IT support

    Troubleshooting & Support

    Overview: This section provides guidance on common technical issues and how to get support.

    Common Issues & Solutions

    1. Unable to Log In

    • Ensure you are using the correct username and password
    • Check if your account is active and has the necessary permissions
    • Use the "Forgot Password" link to reset your password if needed
    • Contact your system administrator if issues persist

    2. Check-In Not Registering

    • Verify that the event is active and within the check-in time frame
    • Ensure the card reader or QR code is functioning properly
    • Check for any error messages displayed during check-in
    • Contact technical support if the problem continues

    3. Check-in Common Problems & Solutions:

    • Card won't read: Check if card is damaged, clean reader, verify participant is in system
    • QR code won't scan: Ensure good lighting, check internet connection, verify QR code is current
    • Participant not found: Verify spelling, check if they're registered, add manually if authorized
    • Duplicate check-ins: System prevents duplicates automatically, show participant their existing check-in time

    4. Reports Not Generating Correctly

    • Confirm you have the appropriate role (Admin or Report Runner) to access reports
    • Check that the selected date range and filters are valid
    • Try clearing your browser cache or using a different browser
    • Reach out to support if you encounter persistent issues

    5. Session Timeout Issues and Stuck in a Login Loop

    • Check your internet connection and try reloading the page
    • Click on Logout first, then click Login with CAS again
    • Clear your browser cache and cookies, then attempt to log in again
    • Ensure your account is not locked or disabled
    • Contact support if the issue persists

    Getting Help

    If you need further assistance:

    • Submit Helpdesk Ticket here
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