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Description
Description
The Open Education Data Dashboard uses the term "Events" to be any event or workshop you host for instructors engaged in your open education programming. You can use the Dashboard to allow participants to self-register and track attendance for your events. You can also create a Faculty Group out of Event participants to continue working with them. For example, if you run an Open Education program that hosts an "OER Adoption Workshop" each semester, you might want to continue to track the event participants for each event in a Faculty Group where you can monitor their participation and progress in subsequent years.
Events can be managed under the Events shortcut of the Dashboard.
Add an Event
Add an Event
Click the + New Event button.
On the New Event Details page, enter the following information:
Event Name
Slug (if needed)
Event Date / Time (or check the box if the event is an asynchronous event).
If you will be using the Dashboard's promotion page for the event, check the box Will use OEN promotion page and enter the following information:
Registration Deadline
Event Location (Add Address or Meeting URL for virtual events)
Event Description (choose a template or leave on the selection screen to save as a future template)
If you will be using the Dashboard registration system, select that option. Choose additional fields for registration form, such as setting up a Waitlist, Accomodation Requests, and/or Employee IDs.
If you will use another registration system (or no registration system) select that option. Enter the URL of the other registration form, if applicable.
Click Save.
Leading up to your event, you can edit event details by clicking on the Name of the Event in the Events shortcut.
If you chose to use the Dashboard's registration system, you can copy the URL and view the registration webpage by clicking on the Name of the Event and then clicking on the Copy Registration Page URL button under Registration Options. You can then send this URL to faculty you want to register for your event.
If you've set up a Waitlist you can also view the folks who are on the list by clicking on the Waitlist tab.
Add Registrants to an Event
Add Registrants to an Event
Once you've created your Event, whether you've used the OEN's Registration System or your own, you can still add individual registrants to your event.
Navigate to your Event.
Click on the + Add Registrant button.
From the New Registration modal, fill in the First Name, Last Name, and Email of the new registrant.
Note for System/Consortial members you'll also need to select the new registrant's Institution.
Click the Save button to add them to the list of Event registrations.
Use the Event Check-In Feature
Use the Event Check-In Feature
On the day of your event or workshop, you can track event attendance by sharing the Check-In URL with your participants.
Navigate to your Event.
Under Registration Options, click on the Copy Check-In Page URL button.
You can then share the Check-In Page URL with your participants. This can be done during the event via the Zoom/Synchronous Tool Chat you are using, or through email before the event begins.
If you are hosting an in-person event, you can still use the Check-In Page by creating a QR code that participants can scan or any other way you see fit.
Participant Check-In Options
Participant Check-In Options
Once your participants receive the Check-In Page link, there are two processes they can take to get checked-in to your event or workshop.
The first screen participants will see asks them to enter the email address they used to register for the event.
If they correctly entered the same email address they will see a message that states their attendance has been confirmed and recorded.
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If a participant enters in the incorrect email they can try a different email
OR
they can register again from the same screen and will automatically be checked in.
Confirming Attendance and Check-Ins
Confirming Attendance and Check-Ins
In the Dashboard, you can check to see which of your participants checked in to your event or workshop.
Navigate to your Event.
In the list of Registrants, you'll see a Check Mark in the Checked In column if your participant(s) successfully checked in to your event or workshop.
You can also manually take attendance by adding or deactivating participants, as needed.
Creating a Faculty Group from your Event
Creating a Faculty Group from your Event
Once your Event has ended, you can automatically create a Faculty Group from the list of event participants.
Once your event has ended, navigate to your Event.
You'll see a flash message indicating that the event has ended. If you would like to create a Faculty Group to continue working with this group of event participants, click on the Create a Group from the Event's Participants button.
Clicking on that button will automatically create a Faculty Group, which can now be found under the Faculty shortcut -> Faculty Group Tab.
From here you can interact with this group as you would any other Faculty Group. For more info on working with Faculty Groups see the Faculty Page.
If you close out of the flash message without creating a group, you can always come back to the Event and use the Create Group button to create a group.
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