So you need credit hours, huh? Well not you, I mean your attendees! They're not just coming to your event to see you of course... well maybe they are... we hope they are.
But in case they aren't and your attendees do require that they leave your event with some sort of education credit-type credential, then we have you covered. Best of all? It's easy. Really easy.
YOU NEED REGISTRATION ITEMS
Yep - in order to award credit hours to any session, activity, etc., that entity MUST be created as a registration item first. The credit hours are attached to the registration item.
Now, you may be asking yourself one of these questions (yes, we get them a lot)...
"well what about my agenda?? I need registrants to grab their sessions from my agenda and get awarded credit ours!!"
"how do I verify that no knuckleheads will attempt to receive credit for something that they didn't attend??"
We'll get to that. To answer your/our hypothetical questions first, however, the answer is yes to both. We can accommodate both of those needs.
CREATE THE ITEM WITH HOURS
Hop into the Event Builder and select the REGISTRATION tab. Click the Registration Items tool on the left. Push the + NEW ITEM button at the top right. Use the ENHANCED ITEM type to create an item called "Learning Session".
Now click open the settings panel of your new session item. Push the OPTIONS tab on the left. In this section, you'll see two options for configuring credit hours relating to this item:
- Session Credit Name: the label you designate to this session's credit type
- Session Credit Value: the number of units (of whatever label you designate) that will be awarded to a participant of this session
In the example above, the Learning Session is worth 1.5 "CEUs".
REPORTING & DISTRIBUTION IMPLICATIONS
Ok now that we have credit hours associated with our Learning Session, let's take a look at how we can use this data. Jump over to your event dashboard. Open the reporting menu and select the CEU/VOLUNTEER TRACKING option (near the very top of the menu).
Use the dropdown to select THIS EVENT (to get credit hour reporting for your specific event). Finally, click the PRINT REPORT button. The system will generate a formatted report, detailing the number of hours earned by registrants, for the sessions that they selected.
What you'll also notice on this report is that you will see check-in / check-out data for each registration item. What this means is that not only can you utilize the CEU report to track hours earned.....you can also use it to verify if someone was actually checked into and out of that session! Time to hold people accountable! We'll chat about that in a bit.
DISTRIBUTION & COMMUNICATION
Need to send out record of attendee hours? Check this out....
Head to your Event Dashboard and click the COMMUNICATION CENTER tab at the top. Select your event from the SOURCE dropdown, then make sure you have the "Registered Attendees" LIST TYPE.
Next, craft your message to the right. In section 2 entitled CONTENT BLOCKS, check the box next to INCLUDE CEU HOURS.
With this tool, you're able to send all registered attendees a record of the number of hours they accumulated at your event! For events that need to distribute certificates of hours afterwards, this is one way to accomplish that end.
CHECK-IN & VALIDATION
Let's talk about how to validate whether these squids actually attended their session, thus earning their credit hours.
There are two ways to check an attendee in:
- 1) Admin Check-In: use the admin check-in app on the mobile app to check-in attendees (either by name look-up or scanning their badge)
- 2) Self Check-In: create unique check-in/check-out codes that attendees can use to time stamp their session themselves
Take a minute to visit the mobile app of one of your events. Go ahead and login to the app, then click the main menu:
At the top, you'll see a CHECK-IN APP that is visible only to admin users. Click that button. On the next screen, you'll be asked to authorize yourself. Enter your USER ID in the box, then click GO
QUICK TIP: if you don't know your user ID, visit your Event Dashboard (on the desktop site). Click the MANAGE ORGANIZATION tab at the top, click select the AUTHORIZED USERS section. Your user ID will be right next to your name.
Once authorized, you're in the check-in app! Go ahead and type in the first or last name of any registered attendee and they will appear. Tap the registrant's name to see their registration items (tapping their name will also check the attendee into the event).
Once on the registrant's screen where each registration item displays, you are able to check the registrant in and out of any individual activity/session (tap once to check-in, tap again to check-out).
When you have the personnel, the admin check-in methodology works like a charm. However, you may not have enough people on staff to handle checking that many individuals into and out of all sessions.
In that case, you can setup what's called Self Check-In. This involves creating unique Check-In and Check-Out codes for any individual session/item. These codes can be any type of alphanumerical combo.
To create the codes, hop into the Registration Items tool within the Event Builder and click open your session item. Next, click the ACCESS sub-tab on the left side:
You'll see two boxes to create check-in and check-out codes for that item.
OK - let's test this thing out! In order to properly test, go ahead and register for an event (you can create a fake event and build a session item with CEUs and a check-in / check-out code). Make sure to select your special session item.
Upon completion, visit the mobile app and login. Click the main menu icon in the bottom left... notice anything new?! You're not seeing things... there's a brand new Self Check-In button. Our system recognizes when you are registered for items that have check-in and check-out codes assigned. Pretty nifty huh?
Once in, you'll see you can check-in and check-out with the tap of a button. Enter the codes for each and see your session become time stamped, right before your very eyes. Riveting!
ONE LAST WORD ON REPORTS
Now that you understand the two fundamental ways of checking registrants into and out of sessions, let's briefly revisit the reporting implications.
After checking someone in/out, you will now see the time stamps for that particular item with the CEU/VOLUNTEER TRACKING report that we discussed earlier.
Additionally, you are also able to pull check-in data from the CUSTOM REPORT option. Go ahead and hit the dashboard, then hop into CUSTOM REPORTS.
Scroll to the bottom of the field pick list on the left side, until you see a category called CHECK-IN DATA. Expand that little guy and you'll see:
- Check-In & Check-Out Fields: these reference check-in data for the overall event
- Check-In & Check-Out Fields for Each item: these show check-in data for each individual session