Managing school events like games, dances, or club meetings is much smoother when you can track exactly who attended. This article helps you organize your events from start to finish by setting up event managers, enabling self-check-in via QR codes, and pulling detailed attendance reports. By following these steps, you can ensure on-site safety and easily report on student participation.

Permission Level Required: Owners | Managers | Event Managers

Create and Promote Your Event: Build your event listing and invite guests to build your attendance list.
Assign Event Managers: Empower other staff members to assist with scanning and check-ins on their own devices.
Enable Self Check-In: Allow students to check themselves into events by scanning a printed QR code.
Check Guests In and Out: Manually scan digital IDs or search for names to record attendance in real-time.
Generate Attendance Reports: View and download a CSV file of all guest check-in and check-out times.
Additional Features or Settings
FAQs
Troubleshooting
Resources

Create and Promote Your Event

Before you can track attendance, you must have an active event in your Minga calendar. You can create events for anything you want to track, such as weekly club meetings, sports practices, or school spirit days.

For a full step-by-step guide, check out Create and Promote School Events in Minga.

Assign Event Managers

You can allow other individuals to check guests in on their own devices by designating them as Event Managers. While Minga Owners and Managers have this access by default, specific staff can be added to help manage large crowds.

Step-by-step Guide to Adding Event Managers

Navigate to the Events menu in Minga.
Click on the specific Event you want to manage.
Click the Add button located next to the Event managers section.
Search for the staff member by Name, ID, or Email in the search bar.
Click Save to finalize their access.

Enable Self Check-In

You can allow students to check themselves into events like games or dances by scanning a QR code posted at the venue. This is a great way to manage high-traffic events without needing a staff member at every entrance.

Step-by-step Guide to Enabling Self Check-In

Click on your Event and select the Ellipses (three dots) icon, then click Edit.
Under Event Settings, toggle Enable self check- in to ON.
Toggle on Restrict to a single check-in per user if you want to prevent students from checking in multiple times.
Click Preview and then Save.
To view and print the QR code, click the Ellipses to edit the event.
Under Event Settings, click View QR code and select Print.
Post the QR codes at the entry points to the event for quick and easy scanning.

Check Guests In and Out

You can check students into an event by scanning their digital ID barcode or by searching for their name manually. This ensures your attendance data is accurate and provides real-time safety information.

Step-by-step Guide to Checking in Guests

Open the Minga App and navigate to the Events tab.
Select your Event and click the Check in button on the Event Management console.
To scan IDs:
a. Tap the Camera icon to open your device's camera.
b. Scan the student's Digital ID barcode from their phone screen.
c. Scan the students Digital ID barcode with a barcode scanner attached to your computer.
To check in manually:
a. Type the student's name into the Search People field.
b. Select the student from the results and click Check in.

Pro Tip: If you are monitoring students leaving the event, click the Check out button and follow the same scanning or search process.

Generate Attendance Reports

You can view real-time attendance stats and download a full report of check-in and check-out times for your records. This is essential for tracking participation across different school activities.

Step-by-step Guide to Reporting Attendance

Navigate to the Event Management console for your event.
Click the Checked in icon (usually showing the number of students present) to view the live report.
Review the list of names, which includes their specific Check-in and Check-out timestamps.
Click Export to download a copy of the report to your device.

Additional Features or Settings

Monitor Absentees: Click the Not Checked In icon to see a list of students who were invited or marked "Going" but have not yet arrived. Students on the checked out list are Students who attended the event but have since left the event.
Ticketed Events: For advanced guest lists or non-student attendees, refer to the Managing Ticketed Events section of Create and Promote School Events in Minga

FAQs

How do I become an Event Manager if I don't see the check-in option?

You can become an Event Manager by contacting your Minga administrator (Owner), or an existing Event Manager, who can add you to the event following the steps in the "Adding Event Managers" section of this guide.

Can I restrict students to only checking in once?

You can restrict students to a single check-in by toggling on the Restrict to a single check-in per user option within the event's Edit settings.

What format is the attendance report exported in?

You can export your attendance data as a CSV File, which is compatible with most spreadsheet programs like Excel or Google Sheets.

Can Teachers use the self check in QR code?

No, self check ins are only available on student accounts through MyTools> Self Checkin.