One of the primary features of 5-Star Students is the ability to capture and store attendance data during school events.

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1 Conducting Events This guide will assist you with planning and conducting events using 5-Star Students Determine which events you ll track using 5-Star Students Understand requirements and options for barcode ID scanning at events Understand various event options Plan an effective event check-in strategy How to check in attendees using a mobile barcode scanner How to check in attendees online How to check in attendees using your smartphone or tablet Tracking Attendance at Events One of the primary features of 5-Star Students is the ability to capture and store attendance data during school events. As there are usually a large number of school events that occur during the year, the first decision needed is which events should be tracked? There may be multiple reasons for wanting to know the students, faculty or community members that attend a specific event: Immediate feedback on how many students attended an event Determine participation at special school days (i.e. Dress-up days) Track attendance for the purpose of recognizing/rewarding students for school involvement Track attendance for academic purposes Liability concerns at a school dance Also think about the type of events you ll be tracking. Will the events happen once or more frequently? 5- Star Students supports the option to create one-time or recurring events. One-time events happen on a specific date (e.g. school dance, school play). For a recurring event, such as a weekly club meeting, designating specific dates is not required. Page 1

2 Another consideration is how to value your events. If you re planning a recognition or reward program for involvement, you ll likely want to assign point values to each applicable event. Prior to assigning point values, think about whether certain events should be worth more than others. You can also specify an additional point value for guest attendance. Keep in mind that point values for events can always be adjusted for maximum flexibility, even after an event is completed. Because partial points are not supported, we recommend schools use a 10-point minimum scale for their activities and events. This allows flexibility to move values up or down if necessary. Once you ve determined which school events will be tracked, they should be added to the 5-Star Students system. Navigate to the Event Calendar page and click the Add New button to get started. ID Barcode Scanning Most schools utilize barcoded ID numbers on their student identification cards. You can take advantage of this technology to scan ID cards at events to track attendance. If your school doesn t have a barcoded ID on student identification cards, we can assist with generating a barcode list for printing on labels. A barcode scanner is essentially another input device, whether connected directly to a computer or paired with a mobile device via a Bluetooth connection. Instead of typing a student s ID on a keyboard, the barcode scanner will read the barcode and send the decoded numbers and/or characters to the connected device. Many schools already employ wired USB barcode scanners for other uses: library book check-out, lunch services, student purchases, etc. In addition to USB barcode scanners, a Bluetooth-capable scanner can do the same job without the wires. This allows a scanner to be used with mobile devices, which typically don t have ports to connect cables. Some wireless barcode scanners can store scans directly on the unit via onboard memory. Think of this like the popular USB flash drives that are used to store and move files between computers. The scanned barcode data is stored on the scanner until you upload the information somewhere else or remove it. You can purchase barcode scanners directly from 5-Star Students. We offer extremely flexible mobile barcode scanners (Bluetooth and non-bluetooth models) or common USB scanner units. Go to 5starstudents.com/pricing for more information about equipment options and current pricing. 5-Star Students supports the use of any wired USB barcode scanner with the program. The system also works with most Bluetooth scanners, when connected to a computer or mobile device (phone or tablet). Barcode scanning at events offers a much faster check-in process than typing in student IDs or cross-checking individuals from a paper list. Having several computer stations or mobile devices in combination with scanners can handle the job even faster by allowing multiple entry points. It s also possible to scan and store barcoded IDs without any computer connectivity at an event, using a supported mobile scanner with batch capabilities. Page 2

3 Below are several event check-in scenarios that can be accomplished with 5-Star Students: A laptop or desktop computers at the event location, running the 5-Star Students web application with a connected USB or Bluetooth barcode scanner A tablet or mobile phone at the event location, running the 5-Star Students Manager app, with a paired Bluetooth barcode scanner A mobile phone at the event location, running the 5-Star Students Manager app, using the Camera Scan option for barcode scanning A mobile barcode scanner at the event, scanning and storing barcode data (batch scanning). The scanned data is later uploaded through the 5-Star Students web application Use of a mobile barcode scanner that supports batch scanning may be optimal at events where: Mobility is needed Verification of ticketed students or student eligibility is not required When using barcode scanners with student ID cards, the barcoded ID should match to an existing student profile within 5-Star Students. Otherwise, the scanned individual cannot be properly associated to the event. Some schools utilize more than one type of student ID number for various reasons. The program can accommodate this situation by utilizing a secondary ID field for each student. Please contact us if you need assistance for this scenario. Remember that barcode scanners are not required to use 5-Star Students. However, their benefits and ease of use usually justify the additional equipment investment. Event Options There are a variety of event options that can be utilized within 5-Star Students. You may require a different combination of options based on the nature of each event. Prior to the event Keep track of advance sale ticket list. Some school events may include the purchase of advance tickets prior to the event date. You can use 5-Star Students to validate whether an individual has been ticketed during event check-in. This requires the ticketed list be added to 5-Star Students prior to the event. Navigate to the applicable Event page and click the Manage Tickets button. Page 3

4 There are multiple options to add ticketed individuals to an event Add from list: manually add students or other individuals from available rosters on the system. This may be the simplest option if you have a small number of tickets to add. Import from file: use this option if you can produce a list of ticketed individuals from your ticket sales system, spreadsheet, etc. The only required data element is the student s ID number, used to match with an existing profile in 5-Star Students. You can optionally include a guest name and ticket notes, along with the ID number. Including a guest name will automatically generate a guest ticket and associate the guest to the related student. Make sure to review the file requirements and examples before uploading the file. Import from scanner: if you have a supported mobile barcode scanner, you can upload stored barcode ID s from the device directly into the ticketed list. Follow the instructions for your scanner model to complete the process. Page 4

5 Online ticketing: use this option to scan barcoded ID cards or enter ID numbers directly into the ticketed list at the point of sale. This option is similar to adding individuals from a list of names, except you can scan or enter their ID to take advantage of additional speed and accuracy. In addition, ticket notes and guest tickets can be added after each ticketed student in real-time. Print barcode ticket list. During event check-in, a damaged or forgotten ID card can cause delays. Having a backup list of names, IDs and associated barcodes can help keep the process flowing smoothly. You can easily generate a list of ticketed individuals, including guest tickets, in either PDF or Excel formats. Select the Barcode icon from the Event Tickets page. Choose one of the available options to download and print the list of tickets Ticket notes. You may want to keep track of additional information besides the ticket itself. The program offers the ability to add notes to each ticket that will be displayed to the operator upon event check-in. A good example would be to store the table number assigned to the student for a dance. Ticket notes can be added manually to existing tickets, included when using the Import from file option, or entered during Online ticketing. Page 5

6 Off-campus guests. Some events may include the option for students to bring an off-campus guest. This is a common scenario for many school dances. These guest attendees can be tracked just like students, during both the ticketing and check-in process. While guests do not have school-issued ID cards to scan, the program supports several options to check in guests at the event, either individually or at the same time as their student hosts. Guests can be added when using the Import from file option, the Online ticketing option or by editing an existing ticket. The program requires the guest s first and last name, and optionally their gender. A guest ID number will be auto-generated by the system. Each guest ticket is associated with a host ticket, which can be a student, staff or community member. Guests and their barcodes will appear on the printed barcode ticket list, alongside the other tickets. No privileges list. The program offers the option to maintain a no privileges list, which can be used during event check-in to determine a student s eligibility to attend. Within the People area of the web application, navigate to the No Privileges List page to add or remove students from this list. Page 6

7 During event check-in, the individual s ID will be cross-referenced against the No Privileges list. If a match is found, the operator will be warned that the student is on the list. The operator can choose to complete the check-in process or cancel. This feature is only applicable to live event check-in scenarios that include the use of a connected computer or mobile device. A disconnected mobile scanner will not provide no privileges information. At the event The program offers multiple options to account for a variety of different scenarios and unique ID scanning situations. Check-in option: choose between Check-in only and Check-in/out scenarios. If a student is scanned multiple times with the Check-in only option, the system will disregard additional scans or warn the operator that the individual has already checked in. If using the Check in/out option, a second scan or entry will capture the check-out time for the individual. These options are also used when uploading data from a mobile barcode scanner. Guest ID: specifying a guest ID number allows the school to track individuals that bring one or more guests with them to an event. This is not a named guest, but rather a method to indicate anonymous guest attendance. Entering the guest ID, via manual entry or barcode scan of a Guest ID card, will increment the number of guests for the last individual checked into the event. Continuing to scan or enter the guest ID number will further add to the guest number total. If a Guest Point Value has been configured for the event, the individual would accumulate those points multiplied by the number of guests. Guest ID cards are provided when purchasing mobile barcode scanners, or a template is available for download from our support website Match option: some schools have ID numbers on student ID cards that are different than the student s permanent ID number. 5-Star Students supports storing both a primary and secondary ID number per individual. In this situation, a barcode containing the individual s secondary ID must be Page 7

8 handled correctly during the event check-in process. Set this option to Match on Secondary Id to match barcode values with each individual's secondary ID, instead of the primary ID. Ignore barcode prefix: some school-issued ID barcodes may contain extra characters in front of the actual student ID number. Including this prefix may result in discrepancies with the student s profile stored in the program. A user setting is available to ignore the prefix when the barcode is scanned or uploaded to 5-Star Students. Ignore barcode prefix range: some school-issued ID barcodes may contain extra characters in front of the actual student ID number (i.e. a 3-digit code). Including this range may result in discrepancies with the student s profile stored in the program. A user setting is available to specify the number of digits to ignore when the barcode is scanned or uploaded to 5-Star Students. Ignore barcode suffix range: some school-issued ID barcodes may contain extra characters at the end of the actual student ID number (i.e. a 3-digit code). Including this range may result in discrepancies with the student s profile stored in the program. A user setting is available to specify the number of digits to ignore when the barcode is scanned or uploaded to 5-Star Students. Remove leading zeroes: some school-issued ID barcodes may contain zero digits in front of the actual student ID number (i.e ). Including these zeroes may result in discrepancies with the student s profile stored in the program. A user setting is available to ignore any leading zeroes during ID lookup. Event Check-In Methods When planning for an event, consider the various methods for capturing attendance with 5-Star Students. Sign-in sheet Online check-in (manual entry) Mobile barcode scanner check-in Online check-in (scan barcodes) Mobile app check-in (Bluetooth scanner) Mobile app check-in (Camera scanner) Student app self check-in Sign-in sheet This method requires that each attendee s name and/or ID number is captured at the event, on paper or within a computer file. It could be as simple as a sign-in sheet at the event entrance or typing an ID number into a file on a computer (Excel, Google Sheet, etc). Page 8

9 At a later date, an authorized user must enter or upload the information to 5-Star Students. Individuals can be manually added using the Add from list option on the Event Attendees page. A file of ID numbers can be uploaded to an event via the Import from file option. A sign-in sheet strategy may be viable when the number of attendees is very small (<25) and capturing accurate arrival times is not required. Online check-in (manual entry) This method involves manual selecting attendees during the event, using 5-Star Students. On the Event Attendees page, an authorized user would use the Add from list option to select the individuals in attendance. A good example of this method in action is taking role at a club meeting. If the club roster is available in 5- Star Students, picking attendees from the associated Activity Participants list can quickly get the job done. Page 9

10 Mobile barcode scanner check-in With a compatible mobile barcode scanner, such as the Motorola/Symbol CS3000 or CS3070, barcoded ID numbers can be scanned during an event without any other equipment necessary. When a barcode is scanned, the resulting ID number is stored on the device along with the date and time of the scan. After the event, an authorized user should transfer the data to 5-Star Students. This is done by navigating to the appropriate Event Attendees page and using the Import from scanner option. Follow the instructions to select the scanner data file and adjust any check-in options as needed. After the data has been successfully uploaded, the scanner should be cleared for the next event. Most often, mobile barcode scanning involves one event at a time. If scanning at multiple events is needed during the same timeframe, 5-Star Students supports the option to print Event Barcodes, representing each event that will be tracked. In this scenario, an Event Barcode must be scanned FIRST, prior to any attendees. Before moving on to next event, another Event Barcode should be scanned, indicating a switch to the new event. In this way, the system will understand where to place attendees when scanner data is uploaded. Be sure to navigate to the Import Attendees page, as opposed to a specific event page, when uploading data for multiple events. Excellent use cases for mobile barcode scanning would be events that do not require advance tickets and where eligibility checking is not necessary. Athletic events, dress-up days, and other free events generally meet these criteria and can benefit from the simplicity and mobility of a scanner-only process. Online event check-in (scan barcodes) For large events, barcode scanning is a must-have to capture attendance quickly and accurately. 5-Star Students offers the ability to scan barcoded ID numbers directly into the system via a web-based interface. Page 10

11 On the Event Attendees page, the Online check-in option should be selected. Any wired USB scanner or Bluetooth scanner connected to the computer can be used for scanning. The system will attempt to match the scanned ID with an existing individual on the system, taking into account any selected check-in options. In addition to matching the ID number, the system will validate the individual against the ticketed list for the event (if applicable) and the No Privileges list. The scanner operator will be warned if the person is not ticketed or is found without privileges. Otherwise, the individual will be checked into the event using the current date and time. Mobile app check-in (Bluetooth scanner) The 5-Star Students Manager app is available for both ios and Android mobile platforms. One of the primary features of the app is the ability to check in individuals at events using a smartphone or tablet. After selecting an event in the Manager app, a Barcode Scan option is available. Pairing a Bluetooth scanner with the phone or tablet, allows the ability to scan barcodes wirelessly and process the results immediately within the app. Just like online check-in method, the app will check the ID number against the current rosters downloaded on the device. The app will also validate the individual against the event s ticketed list (if applicable), and the No Privileges list. The app user will be alerted as needed. While the Manager app requires a data connection to access events, ticketed lists and school rosters, the actual check-in process does not require a live internet connection. Any interruptions to Wi-Fi or mobile data service generally will not impact the ability to operate the check-in process. Mobile app check-in (Camera scanner) If using the 5-Star Students Manager app on a smartphone, the operator has the option to use their camera as the barcode scanning engine. After selecting an event in the Manager app, a Camera Scan option is available. The device camera will be activated and attempt to read the barcode aligned in the viewer window. Check-in using the Camera Scan option will process the ID number the same way as using a barcode scanner. However, you ll likely notice it takes longer to scan a barcode with the camera versus a scanner. There are many variables related to the camera (camera quality, focus, lighting, clarity of barcode) that might make this method unreliable in certain situations. We recommend using the camera scan option for smaller events, where check-in speed is less critical. Student app self check-in With the Student App, registered students or staff members can check into events themselves using several methods. Please consult the Student App Overview for more information. Page 11

12 How to Check In Attendees Using a Mobile Barcode Scanner With a compatible mobile barcode scanner, such as the Motorola/Symbol CS3000 or CS3070, barcoded ID numbers can be scanned during an event without any other equipment necessary. Using multiple scanners can make the process even more flexible by sharing the workload or allowing several entry points. 1. Make sure each barcode scanner is charged and ready for use. 2. Clear the barcode scanner(s) of any existing data prior to the event. Consult the instructions included with your scanner to perform this step. 3. Make sure Bluetooth mode is disabled on the scanner(s), if applicable 4. Take the barcode scanner(s) to the event and scan ID barcodes. The scanned ID and timestamp will be stored on the device. 5. If applicable, scan a Guest ID barcode immediately after the individual to allocate guest credit for that person. 6. Collect the barcode scanner(s) after the event. Consider a labeling or envelope system to keep track of which scanners were used at different events. The scanned data will remain on the scanner(s) until you upload to 5-Star Students and clear the device. 7. Log into 5-Star Students at and navigate to the appropriate Event Attendees page. 8. Select the Import from scanner option. Plug in the scanner and follow the instructions to select and upload the scanner data file to the system. Page 12

13 9. Select from the available options before processing the data file. If choosing the Check in/out option, the attendee will be checked out the second time their ID number is detected in the file. If a Guest ID number is detected, the previous attendee will be allocated 1 guest credit. Multiple instances of the Guest ID will result in multiple guest credits. If enabling the no privileges warning, scanned attendees will NOT be checked-in if on the No Privileges list. 10. During file processing, the system will attempt to match ID numbers in the scanner data with an existing individual in 5-Star Students. If a match is found, the individual will be added as an attendee with the timestamp of the scan as the arrival time. If the system detects the Guest ID number, the previous attendee added will be flagged for guest credit. Page 13

14 11. After the file processing has completed, review the results. The scanner should be unplugged and cleared for the next event. Notes: The ability to validate against an event ticket list is not available using this check-in method. All user roles have access to import scanner data, except Viewers. How to Check In Attendees Online Online check-in allows you to capture event attendance in real-time, using one or more computers 1. Log into 5-Star Students at and navigate to the appropriate Event Attendees page. 2. Select the Online Check-In option Page 14

15 3. Review the check-in options and adjust as necessary 4. Connect a wired USB barcode scanner or pair a Bluetooth scanner to the computer 5. Scan each barcode or type in the ID number if needed. Ticket notes will be displayed if available 6. Watch for Not Ticketed or No Privileges warnings. Decide whether to continue check-in or cancel Page 15

16 7. If the attendee is associated with a guest ticket, the operator will be prompted to also check in the guest 8. Return to event page to review the attendee list at any time Notes: 9. Click the No Shows button to view individuals with tickets that have yet to check-in If the Check in only option is selected, the operator will be warned if the same ID is scanned again at a later time. If the Check in/out option is selected, the individual will be checked out of the event if scanned again. All user roles have access to perform online check-ins, except Viewers. Page 16

17 How to Check In Attendees Using Your Smartphone or Tablet With the 5-Star Students Manager app, you can check in attendees at an event. Multiple mobile devices can be used in combination with different scanning options to maximize flexibility. 1. Install the 5-Star Students Manager app from the ios App Store (iphone/ipad) or Google Play (Android users). The app is free to download. 2. Log into the app using your existing 5-Star Students credentials. You will stay logged in during subsequent uses unless you specifically sign out. 3. Tap the Menu icon and locate your event in the Event Calendar or Recurring Events list. Page 17

18 4. On the Event page, use the icon bottom icon menu (ios) or top menu (Android) to browse current Attendees, Tickets, No Shows, etc Page 18

19 5. If using a Bluetooth scanner, turn it on and wait for device connection. If this is your first time using the scanner, consult the pairing instructions to connect the scanner to your mobile device. 6. Select either the Barcode Scan or Camera Scan option to prepare to check-in attendees. 7. Tap the Settings icon (upper right) to modify check-in options if needed 8. On the Barcode Scan page, scan the barcodes to check in individuals. You can also type in ID numbers manually. On the Camera Scan page, start scanning and position the camera viewer over the barcode to read. Page 19

20 Barcode scan check-in Camera scan check-in Guest check-in alert Guest and host check-in results Page 20

21 9. Watch for not ticketed or no privileges warnings. Decide whether to continue check-in or cancel. 10. Return to the Event page and tap Attendees icon to review current attendees on your device. This action will upload attendees from your device and download any attendees synced from other devices. Page 21

22 Notes: If the Check in/out option is selected, an individual will be checked out when their ID is scanned at a later time. At events with multiple devices in use, you should periodically open the Attendees page to download individuals added from other devices. It s usually good practice to instruct operators to access the Attendees page before attempting to perform any check-out actions. Once a Bluetooth scanner is connected to your device, the on-screen keyboard will be unavailable on the Barcode Scan page. If necessary, temporarily turn off Bluetooth mode on the scanner and the on-screen keyboard will re-appear (see scanner instructions for specific steps). Attendees checked in on your device will automatically sync to the 5-Star Students website after several minutes, while the app is in use. If you immediately close or kill the app, some check-ins may not be synchronized. In this case, re-open the app and navigate to the event Attendees page. Any device-only check-ins will be uploaded at that time. All user roles have access to perform check-ins on the Manager app, except Viewers. Page 22