We are excited to announce a new way for you to publicize and manage your club events!
Once a club has an E-Plan reference number for their event, they can add their event via Cal Poly Now. By adding events, you can take advantage of the following tools:
- Marketing your event to the right audience
- Tracking invitees, RSVPs, and attendees
- And much more!
What events qualify?
All virtual and in-person events hosted by Cal Poly Recognized Student Organizations (RSOs) are eligible.
What does approval entail?
Event requests are subject to approval by the club's president, advisor, and Cal Poly Clubs and Organizations. Be sure to notify your club president and advisor that they must approve the email notification before the event will show up on the calendar. Allow up to two business days for approval by Cal Poly Clubs and Organizations. Cal Poly reserves the right, at its discretion, to modify or remove events at any time.
How do I submit my event?
- Have your E-Plan reference number handy, then log in to Cal Poly Now.
- Switch to the Manage view then select your organization.
- Open your Tool Drawer and click Events.
For additional information, visit Adding Events and Event Access.
Don't see these options for your club? Make sure you are listed as an officer for your organization. For more help, please email clubs@calpoly.edu.
Event Check-In
You can use Cal Poly Now to check attendees into an event. This can be done via the Manage Event page, by using the Check-In App, or by providing an Attendance URL to attendees.
Which method should I use?
EVENT CHECK-IN APP
Use the Event Check-In App on any phone or tablet to scan Event Passes to check attendees in and out of events.
WEB CHECK-IN
Use your Manage Event page in Cal Poly Now to check in invited/RSVP attendees. Attendance can be added using the attendee's email address. Web check-in can also be used to upload an attendee list from an outside attendance tracking system.
ATTENDANCE URL
Used to allow attendees to check themselves into an event, typically for an online/virtual event.
Instructions
EVENT CHECK-IN APP
Navigate to the Manage Event page and find the Access Code listed under Event Attendance.
Download the Campus Labs Event Check-In App on your tablet or phone.
Enter the Access Code in the app and touch the Start Session button.
After logging in, you will see the event information. Press Start Scanning and start scanning attendee’s Event Passes.
No Pass? No problem! Press the No Pass? button and search for them by name.
Once the code is recognized or you have searched for the attendee, touch the Check-In button.
You can also check people out of the event using the app. This is especially helpful for monitoring events with a capacity limit.
For more information, visit Event Check-In App.
WEB CHECK-IN
Navigate to the event and click the Track Attendance button. You will see attendees that have already checked in to the event. To manually add an attendee, click the Add Attendance button.
On the Add Attendance page, you will see 3 tabs which are different methods of adding an attendance record.
- Invitations – This will allow you to check-in attendees that have been sent an invitation. To check in an attendee, click the Attended button.
- Text Entry – This will allow you to type a list of attendee email addresses to check them in. Type in email addresses on separate lines and then click the Add button to check them into the event.
- File Upload – This will allow you to upload a .csv or .txt file containing a list of attendees from an external system such as Zoom. If your attendee list is an export of a Zoom meeting attendee list, change the file type to Zoom. Click Choose file to find the file containing attendees and then click Upload.
ATTENDANCE URL
Navigate to the event and find the Attendance URL listed under Event Attendance.
Copy the URL and provide it to the attendees during the event to have them check- in.
