Tovuti administrators that use Virtual Classrooms and Events need a reliable method of tracking Learner attendance. A special link can be created that automatically tags a Learner's "Check-In" field, without requiring that it be done manually by an Admin or Learner.
To use this feature you'll need to set up a virtual conferencing integration and create a Virtual Classroom.
Enable Auto Check-In for an Event
Go to Social > click Events > select an existing Event to edit
For the Virtual Meeting field, select a Virtual Classroom.
For the Auto Check-In toggle, select "Yes."
Additionally, in the Add to Calendar Location field, select "Use Virtual Meeting."
For the Auto Check-In toggle, select "Yes." Set a window for before and after the Event when the Auto Check-In is available with the Pre-Meeting and Post-Meeting Window fields. If users click the join link outside of this time window, the user is not checked in.
Configure all the other necessary settings for this event in the other tabs.
*NOTE: If the Event created was a brand new event, the link can be sent out and used normally.
However, if this Event was previously built and is now updated to be Auto Check-In enabled, make sure to give users the newly generated Auto Check-In link as the previous link will not have the Auto Check-In function. To resend an updated registration email, do the following:
Go to Social > click Registrants > filter the results by Event
This will filter down the registrants who have previously registered for this event, and therefore, would have received the previous link.
Click Resend Email to send the registration email again, this time, containing the updated Auto Check-In link.
It is also recommended to send users to the Learner Dashboard (pictured later in this article) as this link updates dynamically.
Configure an Event Registration Email with the Link included
First, go to Social > under the Events heading, click Configuration
In the General tab, scroll to the very bottom and make sure that the Event-Related Emails field is set to "Enabled."
Next, go to Social > click Events > click the Events - Emails and Messages tab
Click the Registration Email Messages tab.
Scroll to the second email editor. This editor configures the message that will be sent to users who register or are added to the Event. Configure the subject and body as necessary.
It is highly recommended to add the [VIRTUAL_MEETING_LINK] tag to the body of this email as this will pull in the virtual meeting link from the configured Event. In the case of the event configured in the steps above, this will be the Auto Check-In Link.
Make sure to click Save after all settings are configured.
If all steps above are completed properly, users who receive the email for the created Event will be able to access the Auto Check-In Link and therefore, they will be automatically marked "Checked-In" when clicking this link.
Users can also access the Auto Check-In Link in their Learner Dashboard. Clicking Join Class or Meeting will also automatically mark them as "Checked-In."