Events
Manage campus-wide assemblies, special convocations, institutional gatherings, and event attendance tracking.
📸 [Image Placeholder: Events Changelist View]
Overview & Description​
Events make it simple to track card scan attendance for special campus activities, orientation seminars, graduation rehearsals, and large-scale gatherings at venues like the KCP Ebenezer Convention Center.
Key Distinction: Events vs. Classes:
- Events: Are one-time scheduled activities defined by a single specific start date-time and end date-time (e.g., Annual University Convocation on August 20 from 8:00 AM to 12:00 PM).
- Classes: Are repeatable weekly schedules recurring on set weekdays (e.g., MWF 10:00 AM - 11:30 AM) throughout an entire academic semester.
Navigation Steps​
Navigate to Admin Sidebar > Academics > Events.
Fields & Event Details​
| Field Name | Description |
|---|---|
| Title | The official name of the event or activity (e.g., KCP Foundation Day Assembly, Senior High Orientation). |
| Start Datetime / End Datetime | The specific date and exact time window when the event occurs and card scans will be accepted. |
| Participants | The student or employee attendees expected or enrolled in this event. |
| Facilitators | The assigned event coordinators, faculty advisers, or staff managing check-ins. |
| Area | The physical venue or location area (e.g., Ebenezer Convention Center, University Gym). |
| Department | The organizing academic college or administrative department. |
| Semester | The academic semester during which this event takes place. |
Operations​
How to Add a New Event​
- Click the
+button on the Events page. - Enter the Title, set the Start Datetime and End Datetime, and choose the assigned Area, Department, and Semester.
- Select Facilitators who will manage check-in.
- Click Save.
How to Update an Event​
- Click the event title in the first column of the table.
- Adjust schedule details, assign facilitators, or update attendee rosters in the form.
- Click Save.
How to Delete an Event​
- Open the event record.
- Click Delete in the top action bar and confirm.
Operations such as viewing, adding, updating, and deleting event records or managing attendee check-ins may be subject to user or group permission restrictions. Access to permissions can be coordinated with your administrators if needed.
Frequently Asked Questions (FAQ)​
Q: Who would likely have Adding, Editing, or Deleting access to this feature?
A: [Placeholder: Add role-specific guidance based on your institution's access policies. Access to scheduling and managing events is determined by assigned user or group permissions. Coordinate with your administrators for specific access requirements.]
Q: Can we scan attendance at event venues without fixed scanner kiosks?
A: Yes. Operators can use mobile phones with NFC enabled or a computer connected to a USB card reader to record attendee badge taps live on site.
Q: Can employees and students be combined in a single event attendance roster?
A: Yes. Events support participants from both student and employee profiles across any department.
Q: How do we download the attendance report after an event concludes?
A: You can filter the central Records page by the event's location area and timestamp window, then click Export to download the complete attendance log.