District Admin Workflow

1. Open Master Database and confirm the needed roster database or databases are current.
2. Open Events and create or reopen the event, selecting the databases that should be used for scanning.
3. Open Scanner Accounts and confirm each entrance or check-in station has an active scanner login.
4. Have scanner users log in, select the active event, and scan badges or type StaffID numbers manually when needed.
5. Open Attendance during or after the event to refresh, review, and export raw check-in records.
6. Open Reports after scanning to generate a Present/Absent List or Present Only report.

Events Tab

1. Create each attendance activity as its own event with an event name and date.
2. Select one or more databases for the event. Only StaffIDs in those selected databases can be checked in for that event.
3. Use multiple databases when an event includes separate rosters, such as staff, students, volunteers, ticket holders, or different buildings.
4. Use Edit to change the event name, date, or database selection. Saving an edit reopens the event for scanning.
5. Use Close Event when scanning is finished. Closed events stay available for attendance review and reports but no longer appear for scanner users.

Master Database Tab

1. Use Download CSV Template to get the required CSV format: StaffID, Building, Last Name, First Name, Email.
2. Enter a database name before upload so rosters stay easy to identify later.
3. Select Add as New Database when the roster should remain separate from existing rosters.
4. Select an existing database before upload when you want to update or replace that specific roster.
5. Use Add/Update Records for routine corrections. Matching StaffIDs are updated and new StaffIDs are added.
6. Use Replace Database only when the selected roster should be fully replaced by the uploaded file.
7. Select a database in View & Edit Database before searching, filtering by building, editing records, or deleting records.

Attendance Tab

1. Select an event to view checked-in records.
2. Review StaffID, name, email, building, and check-in time for each attendance record.
3. Use Refresh Records while scanning is active or after roster corrections. Refresh Records rechecks each saved StaffID against the event databases and updates corrected name, email, building, and database details.
4. Use Export as CSV when you need the raw check-in list for spreadsheets or external recordkeeping.

Reports Tab

1. Select an event. The report compares attendance against the databases selected for that event.
2. Use the building filter when you only need one building or group from the selected databases.
3. Select Present/Absent List to show every person in the selected database set with a Present or Absent status.
4. Select Present Only to show only people who checked in, including StaffID and check-in time.
5. Use Export Report for a CSV version of the current report mode. Use Print Report for a formatted printout.

Scanner Accounts Tab

1. Create scanner accounts with Email Address, Password, and Full Name.
2. Scanner accounts can only access event selection and scanning. They cannot manage databases, attendance, reports, or accounts.
3. Create separate scanner accounts for different entrances or check-in points when multiple people will scan at the same event.
4. Use Edit to correct scanner email/full name or enter a new password. Leave password blank when keeping the current password.
5. Use Delete to remove scanner accounts that should no longer have access.

Profile Button

Use the Profile button in the header to review your name, email address, username, role, and district. District admins can change only their own password from this screen.

Scanner Notes For Admins

1. Scanner users should select the correct active event before scanning.
2. Badges can be scanned with a plug-and-play or Bluetooth scanner and should check in automatically after the scan.
3. If a scanner is not working, the scanner user can type the StaffID manually and must press Enter or click Check In StaffID.
4. If the StaffID is not available, the scanner user can use Name Search, select the verified person, and click Log Attendance or press Enter.
5. If a StaffID is not found, confirm the event is using the correct database and the StaffID exists in that database.