To manage the attendees of an activity first open the Administrator's overview of the activities in the side bar Activities | Items.
Locate the item (activity) you want to manage the attendees of from the list. If you have difficulty finding the item you are looking for please read this article:
The overview of activities is also available in a week and month view:
The activity title, start hour, number of attendees and maximum number (if any) are shown on the activity card.
In the activity items week and month view, a widget below the calendar visualizes the division of the activity offer across the 6 dimensions of wellness for the selected week or month. The activity list, week and month overview can also be filtered upon the activity dimension ( Social, Spiritual, ...)
When clicking on a specific activity in this overview, you go to the activity edit screen. When clicking the blue plus icon, you go to the ‘add activity’ screen.
The view 'All' gives a list of all activities . One column indicates the number of attendees subscribed for this activity.
Track attendance of residents
This functionality is available from the day of the activity untill 7 days after the activity start time. So during 7 days (from the start date) you can manage the attendance of residents for a specific activity.
Open the overview of the attendees that have signed-up by pressing on that number. This will list all residents with a ‘signed up’ or ‘going’ status.
Color labels highlight the attendee status, same for the activity status on top of the grid (published/unpublished/canceled/archived). Contact details for the residents are visible here. The header of attendee list also shows details on attended/no show and going.
To track attendance of residents during or after the activity, click on [Take attendance] button. This page shows the list of people that signed up.
Click the tick box before their names to register who attended.
- Residents who signed-up and were 'ticked' get a status 'Attended' in the tracking column of the attendee grid.
- Residents who signed-up and were not 'ticked' get a status 'No show'.
- Use the search bar to register the attendance of residents that did not sign up beforehand, but showed up to join the activity, they will get the status 'drop in'.
Add a resident to an activity
By pressing this button you can subscribe a resident to an activity. The following dialog appears:
Here we give you the list of residents to whom this activity is valid and so published. So you can select a resident from the list, or by entering their apartment number. Select whether you want to subscribe this resident just this once or recurringly.
Add a resident to the waitlist
When the maximum number of attendees is reached, you can no longer add a resident to an activity but you can add him/her to the waitlist. See the orange button on top:
When residents unsubcribe, the residents on the waitlist are not signed up automatically. Activity staff can determine who moves from the waitlist to the attendee list by changing the resident’s subscription status in this attendee list.
When you change the status into 'signed up', he/she will receive a notification about the status change and the activity reminders.
Remove a resident from an activity
To remove a resident from an activity select the resident by ticking the checkbox before their name. From the [Change status] menu at the bottom of the list you can then choose [Delete] and [Apply]. We then ask you to confirm your choice:
We differentiate between the following states of a resident's participation to an event:
- I'm going
This indicates the resident will definitely attend.
The resident is included in the maximum number of participants. It is not possible to choose this status once the maximum of participants has been subscribed to.
- Signed up
This is the status when sign-up is mandatory. Like the I'm going status this indicates the resident will definitely attend, but it also implies an obligation on the part of the resident to pay any fees if applicable. The resident is included in the maximum number of participants. It is not possible to choose this status once the maximum of participants has been subscribed to.
- I'm interested
This indicates the resident may or may not attend.
The resident is not included in the number of participants. It is still possible to choose this status even once an activity has reached the maximum of subscribed participants.
- I'm not interested
Once a resident has indicated he or she is interested this choice is also available to indicate they are no longer interested.
For more detailled information about the states of any request please look at the following article:
Export to PDF
If you want to export the list of attendees simply press this button at the top-right of the list. We then generate a .pdf file with all the attendees with the following items:
- First name & Last name
- Email address
- Date of signing up
- Signed up
Where downloaded files are stored depends on the Operating System of your computer, tablet or smartphone. Please refer to the manual of your device if you cannot find it. Usually downloaded files are stored in a folder called Downloads.