Check In Attendees
Note
This page is only visible for events that require registration and track registration in J1 Web.
Use this page to check in registered participants, update the number attending to account for an attendee’s unexpected guests or any guests unable to attend, enter or update event fee information, add unexpected attendees, and view any available participant contact information. Sort and search features make finding a particular attendee easy.
Note
When working with multi-part events, check in may be handled at the main or individual sub-event. When check in is handled at the sub-event level, attendee lists are independent of one another or may not exist at all. It depends on how the main event and related sub-events were set up.
Checking In Attendees
Registered participants can be checked in once they are registered participants and the registration start date has been met. To check in a participant, select the Checked In checkbox. Once checked in, the participant becomes an event attendee and you can update the number attending, as needed. If there are fees associated with an event, you can verify payment has been made, enter payment amounts, update partial payment amounts, and enter any fees associated with an unexpected attendee.
To add an unexpected attendee, enter their name and click Add participant. Participants added once the event has started are automatically checked in.
As attendees are checked in, the In Progress Event count shows the number of registered participants, guests, and unexpected participants present providing real-time information on event attendance. This block is also available on the Event page.
Tip
Use a mobile device to quickly register participants on-site and track real-time event participation information.
Unexpected Attendees
You can add unexpected participants to an event that is in progress by entering their name and clicking Add participant. If the participant is not in J1 Web, the Create person/organization in J1 option is available. This adds the participant to the participant list, but it does not add them to J1 Desktop or grant them access to J1 Web.
If a registered participant brings an extra guest, you can add them as an unexpected attendee or add them to the Number Attending by clicking the Edit icon. If there is a fee associated with the event, the amount is updated to reflect the additional cost.
If a registered participant is unable to bring the number of originally registered participants, you can subtract them from the Number Attending by clicking the Edit icon. If there is a fee associated with the event, the amount is updated to reflect the reduced cost.
Fees
Fees information only appears when an event requires a per person fee. Use Fees options to:
Verify required fees have been paid
Identify participants with a remaining amount owed
Enter fee payments
The amount owed is automatically updated when an amount paid is entered or if an unexpected attendee is registered.
Completed Events
When an event is complete, you can view a list of attendees, see if they checked in, and review the total number of people that attended with them. You can see final counts for the event and review how many were invited and out of those, how many attended and registered, and if there were any unexpected guests. You can see how many invitees did not attend, and whether or not they accepted, canceled, or declined the invitation. Unexpected guests are tracked separately from unexpected participants.
Click the name of the event participant to open their page, if it exists.
There are several reasons why you might not see the Check In Attendees page:
The event may not be scheduled yet
The event pre- or on-site registration start date may not have been reached
The event may not require registration
You may not have the required permissions. Contact your module manage or campus support team for more information.