Introduction
What is the purpose of activating event registration and capturing attendance?
- Activating registrations is the only way for event organizers to know how many people will be attending and, for example, to communicate this figure to the restaurant. The related questions available when creating an event provide additional information ... but only if registration is activated!
- Capturing attendance at an event enables you to enter data into your club's presence statistics, and to determine whether participation is satisfying or too low. It is also a compulsory action if the Finance feature is activated, with automatic deduction of the cost of the event from the financial account of each member present.
Practical guide
- Create all your club events in the Calendar on time.
Make it sure to mark the statutory events correctly. Otherwise, attendance statistics will not be correct.
The list of potential participants to an event is automatically generated, or manually populated, when you create or duplicate this event. You can determine which persons are included in the participants list:
- either by defining default participants in the Club Parameters => Other parameters => Event defaults,
- or, for special events, e.g. board meetings, by using the Recipient groups in Utility tab. Please note that you must first delete all automatically generated potential participants from the Participants tab of the event.
- At the event or shortly afterwards, capture the attendance of the persons on the participant list. Confirmation of attendance is only possible from the day of the event onwards. On the smartphone, use the landscape view to display all function buttons.
Enter the visitors from other clubs of your Polaris instance in the list of participants. They are easy to find, 3 letters from the name are enough. This can also be done directly at the event with the smartphone. Polaris does not know the visitors from abroad. Give them a guest card.
- If you have activated registration for the event, you do not need to register visitors of your Polaris instance. Each registration/deregistration will automatically add the person to the attendee list.
- If you use the QR code, there is no need to register visitors, but just to validate their attendance.
- The last step is to close the event. Only then will the attendances be recorded. In case a correction is necessary, you must reopen the event.
Each visitor is responsible for obtaining from the host club either
the assurance that his presence is recorded in Polaris or a guest card.
If your members have received a guest card somewhere, that attendance must be recorded by the presence manager the secretary or CICO as compensation. Only they have access to the membership data as "presence administration" or "administrator all rights". To record attendance at an event, the administrator rights
"presence administration" or "Administrator contents" or "Attendance capture (restaurant) " are sufficient .
Here is the link to the complete description of Attendance and presence.
