Using the 'Attendance' field type on a registration forms simplifies tracking and reporting of attendees. Allowing you to easily record attendee participation at events like holiday programs, workshops, or training sessions.
You can add a single event or multiple dates. You can check in attendees via your mobile device and generate reports on attendance. There’s even the ability to display key info like medical notes and parent/guardian details only to trusted people.
To get started, create a registration form, or edit an existing registration form.
- Attendance field
- Attendance event specific options
- The Attendance List modal
- Attendance calendar enabled
Attendance field
1. Click Add question.
2. Select Custom field, and then Attendance, and click Save.
3. Enter the name of the attendance event, and select a date and time.
When you select a date and time this opens a date picker modal
4. To add additional events, add the Attendance question field again and repeat until you have added all of your events/dates. Then Save the form.
5. When people view your form, they will be able to select which event/s they wish to attend.
Attendance event options
Maximum attendees
You can set a maximum number of attendees to an event. Enter the number in the Max box beside the event date. This will allow the first X registrations to attend the event. The field will be locked for all subsequent registrations and the message displayed "Unavailable - maximum number of attendees has been reached"
Waitlist
A waitlist can be enabled when setting maximum attendees. Simply tick the Enable waitlist check box next to the max attendees field. As people register to a filled event they will be added to the waitlist. Registration confirmation emails will state 'Waitlisted' beside the event they are waitlisted for. We recommend also adding info to the introductory text area of the form explaining if wait listing is enabled. This avoids any confusion where people may have thought they were successfully registered but they were only waitlisted.
Auto select/Admin Only
If people are registering to a specific event/date that you want to capture attendance for without the registrant to be able to view or select the event, you can enable Auto-select and Admin only. This then allows the administrator of the event/date to mark attendance against those who registered.
Waitlist availability
When a registration becomes waitlisted, Sporty will record the time they signed up. If a spot becomes available, the person who has been on the waitlist the longest will automatically be brought across to attend. This will require no action from the attendee or the administrators.
For example...
Steve registers to an event on the 7th of August, however, all 30 spots are full, so Steve is waitlisted.
Sally registers to the same event on the 8th (and is also waitlisted).
On the 9th, Garry, who was attending the event, can no longer attend and withdraws his attendance. A spot is now open.
Sporty now automatically changes Steve’s attendance from Waitlisted to Due as Steve is the next in line on the waitlist. If another attendee withdraws from the event, Sally then would be automatically moved from Waitlisted to Due.
The Attendance List modal
For registration forms that use the attendance field they will display an additional icon beside the form name. Click the attendance icon to open the Attendance List modal to view those who have registered to the event.
If there are multiple events on your registration form, click the arrows either side of the event title to display the list of attendees for other events. By default, Sporty will open onto the next upcoming event.
As an alternative to clicking the arrows either side of the event title, click the calendar date picker on the top-right. This will take you directly to the selected date. Only dates with an event can be selected in the date picker.
A summary is displayed noting how many attendees are due, how many attended (if the event has been), and how many were or are waitlisted.
If a waitlist is enabled for an event, the modal will display the time a person was entered into the waitlist (allowing you to see who would be 'next' to join an event if a spot were to become available).
Note that the time a person is recorded will be when they signed up for an event, not when they completed the registration.
For example...
All events are full, so any new registrations will be placed on the waitlist.
Frank registered at 3pm for two events (event a and event b). Two hours later, Frank realises one of the events (event b) he signed up for was incorrect. He updates his registration, removing the incorrect event (event b), and replacing it with the correct one (event c).
Frank will now be waitlisted for one event (event a) at 3pm, and another (event c) at 5pm.
Click an attendees name to view their details. Details include date of birth, medical details, parent/caregiver details, emergency contact details and additional authorised pickups.
Medical Details is a system field that must be added to the form if this information is required. Click here for for information about adding fields to a form.
Attendees Details are populated from information recorded when the attendee registered.
Click the + beside a persons name to expand the events that are occurring on this date.
When expanded, the below view is displayed.
Exporting Attendees
At any stage, the database of people can be exported into excel to filter/sort. Before you export, select which (if any) add-on product you want to export.
The export includes...
- Name of the organisation,
- SP Reference,
- First & Last Name,
- Email Address,
- Which event/s the registrant had marked as attending,
- Which attendee status was given to the registrant at each event (waitlisted, absent, due, attended).
Attendance Calendar
The Attendance Calendar is a premium paid feature. If you are an organisation that captures attendance for multiple events, you may want to enquire about getting this enabled for your organisation. To request this feature contact support@sportsground.com
Once the Attendance Calendar is enabled, your view and options available will slightly differ.
You can now add multiple events at one time and change the display on your form from listed attendance dates to a calendar style view. Below are examples of the two differing views.
a. Calendar not enabled
b. Calendar enabled
How to add the attendance field when Attendance Calendar is enabled
1. Edit the form, click Advanced options, tick Show attendance questions as calendar.
Remember this option will only be available if the premium feature 'Attendance Calendar' has been enabled for your organisation.
2. Add the attendance field by selecting Add Question, select Custom field then Attendance, then Save.
3. The 'Create Attendance Fields' modal will appear. This gives you the ability to create attendance events in bulk. Enter the 'Attendance event name' and 'Select Dates'
Clicking Select Dates will open the Attendance Dates modal. This lets you click on multiple dates for attendance events. Click the date to select. Note, these events do not need to be for related events as you can update the event name individually once you have saved your options.
Click Done.
5. Once you have entered all details, click Save on the attendance modal. You will be prompted to Confirm to proceed. Review the information then click Confirm to proceed.
The options in the 'Create Attendance Field' modal are set in bulk so each event will share the same characteristics. For example, if you select enabled waitlist, all events will have the waitlist enabled. We recommend manually enabling the waitlist once you have saved these options if you only require specific events to have this option.
6. You can now make changes to each individual event if you require such as adding Max attendees or by selecting Enable waitlist.
7. Once happy with your question fields, click Save Form. You can view the form (by copying the link to the form) to check the attendance fields display as expected.
8. When you have the Attendance calendar enabled the attendance fields will appear as below. This allows for registrants to select multiple days, or multiple events per day.
Sync
When using Family/Group registrations, there is an additional feature that will be displayed that allows modifications made to one calendar to be applied to all within the group.
Note that this feature will only appear once a second person is added to the registration.
By default, the Sync selection will be enabled. To disable it to only update one calendar at a time, click the toggle icon so it's grey.
- Toggled on (default): any change made to one calendar will affect all calendars.
- Toggle off: only the calendar being changed will be affected.
If toggled on, a message will be displayed giving you the option to Apply to all or to Only apply to this calendar.