Recording attendance after an event concludes offers several advantages. One such benefit is the ability to send participants an official attendance confirmation via email, which they can use as proof of their participation. Additionally, there is an option to issue a personalized certificate in PDF format, confirming successful participation in the event and potentially including important details such as topics covered and the event date.
If you wish to automatically send your participants an attendance confirmation email, with or without a certificate, after a seminar or course, this documentation provides the most important information regarding this feature.
Maintain Attendance List
You have the option to maintain the attendance list for each offering and subsequently provide participants with a certificate. If you intend to send the attendance confirmation email with the certificate, maintaining the attendance list is mandatory.
Navigate to the desired offering and click on «Attendance List» in the dropdown menu of the «Participants» tab.
Clicking on «No Status» opens a dropdown menu where you can select the desired status. Record the attendance status for each participant for every booked appointment. The status can also be captured via the swipe function A, for instance, when recording attendance using a tablet.
Do you require an additional status or wish to modify an existing one? Click on «Attendance Settings» B in the attendance list, or navigate via «Settings» in the main navigation to «Attendance» and adjust the statuses for attendance list management.
Earlier and later appointments can be displayed by clicking the corresponding button. Similarly, clicking on a date will open the calendar, allowing you to navigate to a specific appointment. Dates with scheduled appointments are indicated by blue dots in the calendar.
Tip: Attendance List with Entry Scan
Use the ticket to verify the booking validity at the entrance of your offering. Scanning the ticket simultaneously updates the attendance list, eliminating the need for subsequent manual recording.
Generate a Collective PDF File for Certificates
Administrators have the option to generate and download a collective PDF file containing all certificates for which the attendance list status has been set. This is particularly useful for collective archiving of certificates or when they need to be issued in printed form.
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Open the desired listing and go to the "List of Participants" section at C.
Participant List: Overview of All Participants
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Open the Print menu D and select “Create PDF Certificate Compilation” E. A file containing the certificates for all course participants will then be created.
Print: Generate Collective PDF File for Certificates
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Enter a name for the combined PDF file and confirm the task by clicking "Add" F
Once created, a consolidated PDF file is automatically generated. This file is saved in the respective course under “Internal Files ” and can be downloaded or printed from there. This feature allows you to receive all course participants’ certificates for a course bundled into a single PDF file.
Important: Attendance Percentage Must Be Met
When creating a batch file for certificates, the attendance list must also be fully updated, and the defined attendance percentage must be met.
Otherwise, the system will not generate a certificate for participants who do not meet these requirements.
Attendance Confirmation Email and Certificate
The attendance confirmation email can be sent either automatically by the system or manually. Individual settings for sending the attendance confirmation email and the certificate.pdf can be found in the Email Settings.
Important Information Regarding Confirmation Dispatch
The attendance confirmation email will only be sent if the attendance list has been maintained and the offering is not in the trash!
The attendance confirmation email will only be sent if the offering is in Released or Closed status (depending on the settings). The minimum number of participants must have been reached in Closed status for the email to be sent automatically. For an offering in Closed status where the minimum number of participants was not met, the attendance confirmation email will not be sent. In this scenario, the system assumes that the offering did not take place, even if the attendance list was maintained. Manually set the status to Released to indicate to the system that the course occurred and the email may be sent even if the minimum number of participants was not reached.
For all participants with «no status» as their attendance list status, a note will be created after the attendance confirmation email is sent, indicating that the non-attendance notification could not be sent (provided it is enabled in the settings).
Please Note: Attendance Confirmation Email Was Not Sent
Please check the following checklist to ensure that all prerequisites for automatic dispatch have been met:
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The attendance list was filled out correctly and before the dispatch delay expired
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The participants have reached the specified attendance percentage
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The minimum number of participants for the offering has been reached
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If the minimum number was not reached, the offering was manually set to Released status beforehand
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The offering is not in the trash
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In the global settings, the correct selection for automatic dispatch was made
Info: Manual Attendance Confirmation
The attendance confirmation email can also be sent manually; to do this, navigate to a participant booking and select 'Send Attendance Confirmation' from the 'Email' dropdown. A guided attendance list for the respective participant is also required for this.
Related Guides
Keywords for this guide
Attendance ¦ Attendance List ¦ Participants ¦ Certificate ¦ Attendance Confirmation ¦ Certificate of Participation ¦ Combined PDF File