In the Applications and Visits tab , you can add event participants and manage application statuses.
This tab is used to analyze event attendance.
If the "Confirm participation" option was set to "Yes" in the "Settings" tab, all user requests to participate in the event are processed by the administrator on the current tab. Until the administrator processes the request, the user will not be able to see the event link or participate.
If the "Confirm participation" option was set to "No" in the "Settings" tab , all requests to participate in the event are automatically displayed in this tab with the "Approved" status.
The administrator can also manually upload users to this table using the "Options" or "Add" buttons.
In the screenshot:
The table above shows users who submitted a request for the event, and the administrator needs to process it (indicate whether they participated or missed the event).
The table below shows users who actually attended the Zoom event. This table is displayed only for Zoom events. This table displays everyone who clicked the link to the Zoom meeting—even those users who are not registered on the platform.
Day status is a parameter for administrator statistics only:
1. Day statuses and session statuses may differ.
2. Day statuses can be "awaiting confirmation of attendance," "participated," or "missed."
Session status is the overall status of the entire event for the user.
An administrator can leave a comment on an event request to clarify the status.
If the administrator has completed a comment on a user's request, the user will see it in the app. The comment is displayed above the session information.
Example:
Automation of status changes.
Automation is possible in 2 cases:
Case 1. Changing the status of the days - the status of the sessions changes:
This option only works for sessions with the "Confirm participation" status.
If the administrator changes the status of all days to "Participated", the session status changes to "Participated".
If the administrator changes the status of all days to "Missed", the session status changes to "Missed".
Case 2. Changing the session status - the status of the days changes:
Session status "Confirm participation."
It only works if the status of all session days is "Confirm participation".
If the administrator changes the session status to not "Participated", then the status of all days changes to "Participated".
If the administrator changes the session status to "Missed", then the status of all days changes to "Missed".
The logic of application statuses is as follows:
New user applications from the application get to the "Applications" status or the "Approved" status, depending on the value of the Confirm participation setting.
New participants of the event added through the admin panel (using the Add Participant button) get to the "Approved" status if the day of the session has not yet arrived or the event has no date, to the "Participated" status - if the event has arrived.
After the start of the session, at the moment when the session ends (that is, the end date of the last day passes), all applications in the "Applications" status are automatically moved to the "Denied" status, and all applications in the "Approved" status are moved to the "Confirm participation" status.
From the "Applications" status, you can change the status to "Approved" or "Refused".
The status can be changed from "Approved" to "Denied".
From the "Confirm participation" status, you can change the status to "Participated" or "Absent".
From the "Participated" status, you can change the status to "Absent".
You can change the status from "Absent" to "Participated".
From the "Denied" status, you can change the status to "Approved" if the session has not yet started, or to "Confirm participation" when the session has ended (that is, the end date of the last day passes).
If you have entered a comment or changed the application status, click Save.
Note. If the user's status has changed automatically, the previously left comment will be deleted.
Adding participants
Employees in the app can apply to participate in the events available to them.
If the administrator needs to independently assign employees to sessions, then he has this opportunity.
1. Add participants to the table via the Add + button.
In the window with the list of all the company's users, select the users by clicking on the Select button in the user cell.
You can use the column search function of the table. To do this, click on the magnifying glass next to the column name, enter the employee's id, login, email, or name, and select it in the search results.
You must specify the session in which the employee will participate.
The selected users will appear in the table in the corresponding status. The status depends on the type and date of the event (see above in the description of the status logic).
Note. When you select users who were unavailable for an event, access to it is automatically assigned. In this case, the participant will be displayed in the list of individual access in the ACCESS tab. When deleting participants, their individual access is not taken away.
2. Adding participants to the table via the "Import" file: Mass addition of participants.
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