Set Up an Event and Check In Members with Credentials

Credentials is Groupable's check-in tool for parent group events. You set up an event and check members in as they arrive. The reports show who's there: which locals are present, which officers have checked in, and each voter's ballot number and votes, if you track them.

It's meant for whoever runs check-in for your parent group (the organization over all your locals).

Before you start

Credentials is off until Groupable turns it on for your parent group. Each person who uses it also needs Credentials access in their user role. View access lets you open events and reports. To create events, check people in, or change office settings, the role needs permission to make changes as well. With view access only, you still see some buttons for making changes, but they won't work for you.

If Credentials isn't turned on for your parent group, contact Groupable support. If it's on but you can't see it or can't make changes, ask whoever manages user access for your parent group to add Credentials access to your role.

Credentials takes its officers from the officer records in M2. Bring those up to date before your first event.

Open Credentials

1. Click the apps icon (a small grid of squares) at the top of the page.
2. Click Credentials.

You can also click your name at the top of the page and pick Credentials under My Apps.

Credentials opens on the Credentials Events page. To get around, click the menu button (three short lines) at the top left and choose Events or Office Settings. Clicking groupable | credentials at the top brings you back to your events.

Choose which offices count

These settings belong to your offices, not to an event, so you set them once.

1. Click the menu button at the top left.
2. Click Office Settings.
3. Check or uncheck the boxes for each office.

Each change saves as soon as you click. Saved appears at the end of the row.

Track Attendance starts out checked for every office. Uncheck any office you don't want recorded. When a member who holds a checked office checks in, the office becomes part of their check-in. That works for local, district, region, parent group, and committee offices.

Use Represents Group to decide which locals count as present. A local shows Present on the Locals Report when someone checks in holding one of its offices that has both Track Attendance and Represents Group checked. A proxy counts too, for any office with Represents Group checked. Represents Group starts out unchecked for every office, so every local shows Absent until you check it for at least one local office.

A change to Track Attendance only applies to check-ins made after the change. To update someone who already checked in, check them in again. A change to Represents Group shows up the next time you open the Locals Report or Absent Locals. It also counts officers who checked in earlier, as long as the office had Track Attendance checked when they checked in.

The other setting, Proxy Eligible, marks the local offices a member can cover for someone else in their own local. It does nothing for district, region, parent group, or committee offices.

Create an event

Start on the Credentials Events page.

1. Click the plus (+) icon in the Credentials Events header. The New Credentials Event window opens.
2. Type the Event Name.
3. Choose the Start Date.
4. Choose an End Date, if you want one. It can't be earlier than the start date.
5. Check Track ballot numbers if you'll give each voter a ballot number.
6. Check Track vote counts if you'll record a number of votes for each person. If you do, check Track ballot numbers too.
7. Click Create Event.

The window closes and the event appears in the list as Active. To change the details later, open the event, click the menu icon (three lines) in the Event Details header, and click Edit.

Settle the two tracking boxes before anyone checks in. The Voter Report only lists people with a ballot number. Turning on Track vote counts after people have checked in with ballot numbers stops the Voter Report from opening until you turn it back off.

Check members in

If your event tracks ballot numbers or vote counts, contact Groupable support before check-in starts.

1. Click the event's name on the Credentials Events page.
2. Click Start Check-In.
3. Type at least three characters of the member's first name, last name, or member number in the search box.
4. Click the member in the list, or press Return to pick the highlighted one.

Groupable checks the member in right away and shows Member checked in successfully. The member's check-in appears below the Check In Member box. It lists each local where they're a member and each tracked office they hold. The search box is already open for the next person.

A few rules to know:

• The list shows up to 10 matches. Type more of the name to narrow it.
• Each word you type needs at least three characters, and shorter words are skipped. For a short last name like Wu, search by first name or member number.
• A barcode scanner that types the member number and then Return checks members in the same way.
• Picking a member who's already checked in checks them in again. That brings the offices on their check-in up to date.

Cover an office with a proxy

A proxy is a member who covers an office in one of their own locals for an officer who isn't there. The member checks in first, and then you assign the office to them. Only local offices marked Proxy Eligible in Office Settings can be covered.

Keep these rules in mind:

• Each office in a local can have only one proxy.
• A member can't cover an office they hold in that local.
• To assign or remove a proxy, you need permission to make changes.

Assign a proxy from the check-in page

Do this right after you check the member in. To come back to a member later, click their name on the People Report.

1. Find the Proxies box on the right side of the page. Each local where the member has an active full membership appears as a heading, with that local's Proxy Eligible offices under it, except any office the member holds there. If no such office is left, there's no Proxies box.
2. Find the office you want to cover. Its Status has to be Available.
3. Click Assign Proxy. The button changes to Confirm? for 5 seconds.
4. Click Confirm?. Groupable shows Proxy check-in created, and the Status changes to Proxied by followed by the member's name.

If you wait longer than 5 seconds, the button changes back and nothing is assigned. Click Assign Proxy again to start over.

The Officer column shows who holds the office in M2, or a dash if no one does. The Status column shows one of three things. Available means no one is covering the office, and the row has an Assign Proxy button. Proxied by and a name means that member is covering it, and the row has a Remove Proxy button. Checked In means the office's officer has checked in, and the row has no button. For this to show, the office needs Track Attendance checked when the officer checks in.

Remove a proxy

On the office's row in the Proxies box, click Remove Proxy, then click Confirm?. Groupable shows Proxy removed, and the office goes back to Available.

If the row shows Checked In instead of Proxied by, remove the proxy from the local's own page (see the next section).

Cover an office after its officer has checked in

To cover an office marked Checked In, use the local's own page. For example, the officer was there on day one, and on day two a member needs to cover the office.

1. In the Proxies box, click the local's name. Or, on the event's page, click Locals Report and then click the local's name.
2. Find the member in the members table. It has one column for each Proxy Eligible office.
3. In the office's column, click Assign Proxy, then click Confirm?. The page reloads.

When the proxy is assigned, that member's cell shows Remove Proxy, and the cell is empty for everyone else. If the cell still shows Assign Proxy, nothing was assigned. Check the rules above. For example, a member can't cover an office they hold in that local. To take a proxy off, click Remove Proxy, then click Confirm?.

Remove a check-in

To take someone off the event, along with any proxies they hold:

1. Click People Report on the event's page.
2. Click Remove next to the person's name.
3. Confirm when your browser asks Are you sure?

Groupable removes all of that person's check-ins for the event and shows Check-in removed.

Check in a visitor

Visitors are guests from another parent group. They aren't in your member list, so you type in their details instead of searching for them. To check in or remove a visitor, you need permission to make changes.

1. Click Visitor Check-In at the top right of any page for the event, such as the event's page or the check-in page.
2. Type the visitor's Name.
3. Choose their parent group in Visiting from.
4. Choose an Office, if you want to record one. The list shows every office your parent group has, including local, district, region, and committee offices.
5. Type a Comment, if you need one.
6. Click Check In Visitor.

Name and Visiting from are required. Groupable marks them with an asterisk (*). If you leave Visiting from empty, Groupable says Group can't be blank.

The Visiting from list shows the other parent groups on your Groupable site, not your own. If Select a group is the only choice, your site has no other parent group to choose from, and you can't check in visitors. If you expected to see other parent groups, contact Groupable support.

Groupable shows Visitor checked in successfully. The form clears so you can check in the next visitor. The document icon at the top of the form opens the Visitors Report.

Visitor check-in stops when you close the event. Groupable shows Event is closed and doesn't record the visitor. Reopen the event to check in more visitors.

You can't edit a visitor. If the event is closed, reopen it first so you can check the visitor in again. To fix a mistake:

1. On the Visitors Report, click Remove next to the visitor.
2. Confirm when your browser asks Are you sure? Groupable shows Visitor check-in removed.
3. Check the visitor in again.

See who's there

Once anyone has checked in, report buttons appear on the event's page. Reports show check-ins as of when you open them, so refresh the page for the latest.

Start with the Locals Report. It lists every active local with its region and district and marks each one Present or Absent. Click a local's name to see which of its officers and members checked in. Absent Locals shows only the locals still missing.

The People Report lists every member who checked in, by last name, with each local and office they checked in under and whether it's a proxy. The Officers Report covers parent group, region, and district officers, and the Committees Report covers the officers of each committee. Both show Yes or No under Present. The Voter Report lists everyone with a ballot number and their votes, with a total at the bottom when the event tracks vote counts. People checked in without a ballot number don't appear on it, and neither do their votes.

The Visitors Report lists each visitor with where they're Visiting from, their Office, and any Comment. If you can make changes, you also see Remove next to each visitor and a plus icon for checking in another visitor. The reports above leave visitors out.

The Locals Report, Absent Locals, Officers Report, Committees Report, and Voter Report have Copy, Excel, CSV, PDF, and Print buttons below the table. The People Report and a local's own page don't. The Visitors Report has them too, once at least one visitor has checked in.

If Groupable set up a Statistics Report for your parent group, its button also appears on the event's page.

Close the event

When check-in is over:

1. Open the event.
2. Click the menu icon (three lines) in the Event Details header.
3. Click Close Event.

The status changes to Closed, with the time you closed it underneath, and the Start Check-In button goes away. The reports stay available.

Closing doesn't lock the event. The Check In button at the top of the page still works, and anyone checked in after you close still shows up in the reports. Only visitor check-in stops, so let whoever is at the check-in desk know when to stop.

Closed it too soon? Open the same menu and click Reopen.

Be careful with Reset, which is in the same menu once an event is closed. It permanently deletes every check-in for the event. You have to type the event's name exactly as it's shown, capital letters included, before the Reset button works.

Delete an event

Delete removes an event completely, along with every check-in for it. Use it for an event you made by mistake or no longer need. To delete an event, you need permission to make changes.

Delete isn't the same as Reset. Reset keeps the event and clears its check-ins. The event stays closed afterward, so click Reopen to use it again.

1. Open the event.
2. Click the menu icon (three lines) in the Event Details header.
3. Click Delete.
4. Read the message your browser shows, then confirm.

If the event has check-ins, your browser says how many check-in records it will delete and asks Are you sure? With no check-ins, it asks only Are you sure? After you confirm, Groupable returns you to the Credentials Events page and shows Event deleted.

The number counts check-in records, not people. A member can have several: one for each local where they're a member, one for each tracked office they hold, and one for each proxy they cover. Each visitor is one record. So the number is often higher than the number of people.

Delete is permanent. Nothing brings the event or its check-ins back, and your browser's message is the only warning.

If a member or office is missing

A member doesn't come up in the search

The search only finds active members who have an active full membership in an active local. Check the member's record in M2.

A check-in doesn't show the member's office

Make sure the member is recorded as that officer in M2 and that the office has Track Attendance checked in Office Settings. Then check the member in again.

The Proxies box doesn't appear

The box only appears when the member can cover an office. Make sure the local offices you want are marked Proxy Eligible in Office Settings, and that the member is an active full member of a local. The box also leaves out any office the member holds in that local.