The University at Buffalo is requiring that all student clubs record their events and attendance on UBLinked. This includes large and small-scale events, but is not required for General Body Meetings.
You can create an event entry using your own UBLinked club page, or you can have us create it for you. This guide will discuss both processes, along with tracking attendance, updating your club roster, and exporting attendance data.
If you don't have access to editing rights, it's most likely because the officers on your page are not updated. You can contact the person denoted as President, and request that they update the officers on their end using the process described above. Otherwise, you can contact Thomas Vane, the director of UBLinked, for assistance.
In order to scan into an event, attendees must have their Event Passes ready on their devices. If students aren't sure how to access the Event Pass, you can assist them by providing these steps:
Since using the Event Pass will become a normal process, it's recommended that students should either save their Event Pass to their Apple/Google Wallet, or screenshot the code into their phonesfor faster access.
If a student is having problems scanning into an event, you can use the Campus Labs Check-in App (described below) to search their UBIT username and manually check them in.
Before you can track attendance for an event, you will need to download the Campus Labs Check-in app on your phone. You can download this app using the Apple Store, or the Google Play Store.
If either of these links don’t work for you, search “Campus Labs Check-in” in your app store to download it.
The Check-in app requires an access code that is generated when your UBLinked event is approved. If Savannah is making the event entry for you, she’ll send you the access code upon creating the entry. If you are choosing to use your club page to make the entry, the access code will be available when the event is approved.
You can record attendance in two ways:
It’s recommended that you use the Check-in App for smaller gatherings, like General Body Meetings, since this requires that each attendee is scanned individually into the event.
Use a QR Code when you are hosting larger events, when it’s more difficult to supervise who is entering the event. The QR Code can be posted on a slide, on a poster, or by whatever means you find the most convenient. Do NOT send the QR Code to members prior to the event! This skews attendance data that is vital for our records. Attendees need to be scanned in at the beginning of, or during the event for accuracy.
Enter the access code provided by UBLinked (or Savannah) into the app. This will enable you to begin scanning students in.
If you get a pop-up saying “Session Expired,” don’t worry! You simply need to sign into your UB Account, and the app will sign you into the event you entered.
Once you are logged in, click “Start Scanning.” Use your device’s camera to scan students’ Event Passes, and click “Check In” when it pops up with the student’s information.
If a student is having trouble scanning their Event Pass, or is having issues finding it, you can troubleshoot by clicking “No Pass?” at the bottom of the screen. This will enable you to search the student’s name and enter it manually into the event. You can search using their UBIT name, or their full name, but it’s easier to find a student using their UBIT name, since each is unique.
If you’d like to see which students have checked into your event, click on the icon of two people at the bottom of the screen. This can be useful if this event has a limited number of members, or if someone expected to attend is missing.
** You do NOT need to check any students out of an event! **
You can check students into an event at any point during the event. If someone shows up late, it’s recommended that you have someone available to scan them in.
Once the event has ended, click on your profile picture in the top right corner, then select “End Session” to log yourself out of the app.
Even if you are using a QR Code to record attendance, you should still have facilitators log into the Campus Labs Check-In app. That way, if students are having issues with the QR Code, or show up late, they can still be checked in.
As mentioned previously, the QR Code method is useful for larger events, where it may be difficult to scan every individual into the event. The Code can be placed on a presentation slide, a poster, or whatever means that works best for you.
The QR Code can be found on UBLinked. If you are using your own club page to create an event, you can find it by viewing your event, under the “Event Attendance” section, under “View QR Code.” Remember: your event must be approved before this section will appear. If Savannah is creating the event for you, then she’ll send you the QR Code with the access code for the event.
** Do NOT try to create your own QR Code by copying a link to your event! The QR Code provided is encrypted and will work properly with the UB system. **
Students can use their device cameras to scan the QR Code to check in. They’ll have to sign into their UB accounts in order to complete the process.
If students are having trouble with the QR Code, you can use the Check-In app to scan them individually.
Email sdmprogramming@buffalo.edu for assistance.