While the entire country is looking for ways to safely get back-to-school, the coronavirus health crisis has made it absolutely critical for districts and facility operators to know who is on site at all times. Facilitron’s scheduling and event platform, now with its new touch-free feature, Attendee Management, can do just that—tracking not only the people on site, but also managing capacity limits and cleaning requirements.

How Attendee Management Fits Into Your Reopening and Daily Operations Plan

Onsite Pickup and Distribution: Equipment, Meals, and Materials

Supply Pick-up at School Site

Traditionally, students are given time slots to pick up school schedules, books, and forms right before school is set to begin again. With distance learning on the horizon for a number of districts and the need to continue to social distance, attendee management can be used to stagger pick-up times while tracking everyone who comes on site to retrieve materials.

  1. Create event — The department managing supply pick-ups creates a schedule with all distribution days on the Facilitron event calendar.
  2. Pre-register — Students receive emailed invitations to pre-register for specific times they will coming on campus.
  3. Check-in — Students arrive and are checked in by a host, then move from station-to-station to pick up IT equipment, class schedules, and forms.
  4. Check-out — Once the student has everything, the host can check them out; giving the district a comprehensive list of all students who came on campus and picked up supplies. This list can be exported in Excel and information can be added to each name. (For example, the asset tag on a chrome book can be added to the Excel sheet.)

Grab-n-Go Meals at School Site

By having students pre-register for grab-n-go meals, child nutrition services can better plan for the number of meals required each day.

  1. Create event — Child nutrition services creates grab-n-go meal dates on the Facilitron event calendar.
  2. Pre-register — Flyers and website advertisements can include a QR code or link to pre-register for the dates a family is coming to pick up meals.
  3. Same-day registration — For those who do not register ahead of time, a same-day or assisted registration and check-in QR code and link can be on site.
  4. List management/Data analysis — The data collected from these attendee lists can be used to plan meals, adjust budgets, and confirm registration for free and reduce lunch programs.

Internal Daily Activities During School Hours

School District Staff at Home Site

Attendee management can be used to check site staff in and out on work days.

  1. Create event — Administrators create a schedule with all staff work days on the Facilitron event calendar.
  2. Registration/Pre-registration — Flyers and website advertisements can include a QR code or link to pre-register for the dates a family is coming to pick up meals.
  3. Same-day registration — Site staff pre-register for the days they will be working on campus or can same-day register once they are on site.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each day showing the name, address, phone number, check-in and check-out times of all staff on campus that day.

Coming Soon: Attendee Management will have the ability to add a self health screening component to be included in the registration process.

District Non-Site Staff on Site

Attendee management can be used by non-site staff and administrators to check in and out when roving from site to site. This group can include maintenance, custodial, nursing, IT, and other administrative staff.

  1. Create event — Administrators create a schedule with all non-site staff work days on the Facilitron event calendar.
  2. Walk-up registration — Using a QR code posted on the front door allows roving staff to register and check-in and out unassisted.
  3. List management/Data analysis — A comprehensive attendee list will be attached to each day showing the name, address, phone number, check-in and check-out times of all non-site staff on campus that day.

Volunteers and Visitors on Site

Rather than paying for expensive check-in programs or having a pen and paper sign in system at the front desk, posting a QR Code that is tied to the site event calendar allows visitors to use their personal devices for touch-free sign in.

  1. Create event — Administrators create a schedule for onsite visitors on the Facilitron event calendar.
  2. Registration/Check-in — Using a QR code posted at the visitors entry point, visitors register and automatically check-in. If a visitor does not have a personal device, the site secretary can use “assisted check-in” and complete the registration on behalf of the guest. Attendant checks visitors out on departure, or visitors may check themselves by re-scanning the QR code.
  3. List management/Data analysis — A comprehensive attendee list will be attached to each day showing the name, address, phone number, check-in and check-out times of all visitors on campus that day.

Student “Bubbles or Pods”

If reopening schools for in-person instructions require students stay in bubbles or pods, each group can have their class time entered in Facilitron in order to track attendance everyday.

  1. Create event — Administrators create a schedule with all non-site staff work days on the Facilitron event calendar.
  2. Registration/Check-in — A same day QR code can be posted outside the classroom door so that students, custodians, admin staff, or volunteers can register/check-in each time they enter the room.
  3. List management/Data analysis — A comprehensive attendee list will show everyone who has entered with times in and out so that if anyone who has been in the room tests positive, everyone can be notified of a possible exposure.

Internal Events Outside-of-School-Hours

For each event occurring outside of regular school hours, a QR code or link can be shared through email or on websites, flyers, and in newspapers advertising the event, allowing pre-registration in order to stay within capacity limits.

Athletic Directors and Coaches

All internal school athletic practices and games can easily be entered in the Facilitron calendar and now, attendee management can track players, refs, opposing teams, and spectators!

  1. Create event - Athletic Directors or coaches enter all practices, meetings and games in the Facilitron calendar.
  2. Pre-register - Team members receive a pre-registration code through email or QR code to pre-register for all events.
  3. Self check-in for event participants — QR code displayed at the entrance allows all players/coaches/ refs to check-in and out.
  4. Attended check-in for spectators (parents, siblings, friends) — Same-day registration and check-in can be managed by attendant at public gate
  5. List management/Data analysis — A comprehensive attendee list will be attached to each day showing the name, address, phone number, check-in and check-out times of all non-site staff on campus that day.

Watch a video of our webinar on how baseball try-outs would use Attendee Management.

ASB and Student Performance Events

ASB, band, choir, theater, and other student events and performances involve many stakeholders within a school community including directors, students, maintenance, custodial, and IT staff. All events can be tracked on the Facilitron platform.

  1. Create event - Staff sets up meetings, rehearsals and performances on the Facilitron calendar.
  2. Pre-register for participants - All participants receive a pre-registration code through email or QR code to pre-register for the events they are expected to attend.
  3. Pre-registration for spectators — Performances are advertised with a pre-registration link on school website (or other channels such as email marketing) and a QR code can be displayed on flyers placed around campus.
  4. Same-day registration and check-in — For people who don’t pre-register, same day registration is available with self or attended check-in. Same day registrants may be subject to being waitlisted if pre-registration exceeds capacity limits.
  5. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all participants and spectators.

Professional Development and Staff Meetings

Oftentimes professional development and staff meetings require space accommodations, room set-up, and a limited number of seats. Using attendee management registration will ensure all PD classes are at capacity without going over and have a record of everyone who registered and attended.

  1. Create event - Staff sets up professional development or staff meetings on the Facilitron calendar.
  2. Pre-registration - All invitees receive pre-registration code through email or QR code to pre-register for the date and time they wish to attend.
  3. Same-day registration and check-in — For people who don’t pre-register, space permitting, they can utilize same day registration with self or attended check-in. Same day registrants may be subject to being waitlisted if pre-registration exceeds capacity limits.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all participants.

School Board Meetings

In-person board meetings are going to happen again as soon as students are back in school, but oftentimes a hot topic overruns the capacity of a board room.

  1. Create event - Administrator creates school board meeting event on the Facilitron calendar.
  2. Pre-register speakers and board members - People who are required to be present can be pre-registered and check-in first.
  3. Walk-up registration and check-in — Community members who wish to attend the meeting can walk up and register using a posted QR code and may check in with an attendant who uses the Assisted Check-in link to manage attendance and capacity limits. Waitlisted attendees can be diverted to another room with a similar attendee management workflow.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all participants.

After-School Programs

After-school programs require detailed check-in and check-out procedures but are often handled in a program that has no relation to the school district. As a result, emergencies that happen after school hours can leave first responders with a difficult time finding out who is on campus.

  1. Create event - Administrator creates after-school event on the Facilitron calendar.
  2. Pre-register or same-day registration - Pre-registration is optional depending on event type. Otherwise, people can register as they arrive using Same Day Registration QR code or link.
  3. Check-in/out — Check-in and out can either be assisted and managed by an attendant or self check-in and out instructions can be posted.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all attendees.

External Events Outside-of-School-Hours

Parent Club and Home & School Clubs

Clubs hold events on school campuses all the time but rarely is the district aware of who is in attendance. Now with Attendee Management, districts will have a detailed list of everyone who registered and attended a club event on campus.

  1. Create event - Club administrators reserve space for meetings, fundraisers and hosted-events on Facilitron. The district will need to approve the reservation request before participants will be allowed to register.
  2. Pre-registration for participants - Club administrators, students and staff receive a pre-registration code through email or QR code to pre-register for the events they are expected to attend.
  3. Pre-registration for attendees - Fundraiser and hosted events are advertised with a pre-registration link on school website (or other channels such as email marketing) and a QR code can be displayed on flyers placed around campus.
  4. Same-day registration and check-in — For people who don’t pre-register, same day registration is available with self or attended check-in. Same day registrants may be subject to being waitlisted if pre-registration exceeds capacity limits.
  5. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all participants and attendees.

Facility Rental Groups

No longer are the days when a school district simply needs the contact information of a renter and a simple hold- harmless agreement. COVID-19 has changed the world; attendee management can assist in providing the information school districts require in order to have the community on their sites.

  1. Create event - Renter organization reserves space for community events on Facilitron. The district will need to approve the reservation request before participants will be allowed to register.
  2. Pre-registration - Attendees receive a pre-registration code through email or QR code to pre-register for the events they wish to attend. The pre-registration link can be used to advertise through email, on the renter website, or a QR code can be displayed on flyers to promote events. All attendees must agree to the terms and conditions of the district prior to completing registration.
  3. Same-day registration and check-in — For people who don’t pre-register, same day registration is available with self or attended check-in. Same day registrants may be subject to being waitlisted if pre-registration exceeds capacity limits.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all attendees.

Joint Use and Community Partners

Oftentimes Districts have joint use agreements with city partners, county offices of education, or other entities. Now that attendee management is part of Facilitron, all events held in district buildings can require attendees pre-register in order to be tracked in case of emergency. Terms and conditions can be set to cover both district and community partner requirements and all events will have an exportable list of everyone on campus each day.

  1. Create event - Joint use agreements and reservation requests are submitted through Facilitron. The district will need to approve the reservation request before participants will be allowed to register.
  2. Pre-registration - Attendees receive a pre-registration code through email or QR code to pre-register for the events they wish to attend. The pre-registration link can be used to advertise through email, on the organization’s website, or a QR code can be displayed on flyers to promote events. All attendees must agree to the terms and conditions of the district prior to completing registration.
  3. Same-day registration and check-in — For people who don’t pre-register, same day registration is available with self or attended check-in. Same day registrants may be subject to being waitlisted if pre-registration exceeds capacity limits.
  4. List management/Data analysis — A comprehensive attendee list will be attached to each event showing the name, address, phone number, check-in and check-out times of all attendees.

Responding to Today's Challenges

Attendee Management is the latest of several product updates by Facilitron since the start of the COVID-19 pandemic in March. New features such as entity tags, reservation suspension, attendance reporting and more were developed to meet the needs and rapidly changing requirements facing facility operators. Contact us for more ways to help reopen your facilities safely.