Event Participant Management Guide

Updated January 07, 2025 15:57

This guide provides a comprehensive overview of how administrators can manage participants for events, including acquiring shareable links, emailing registrants, exporting participant lists, and marking attendance in bulk.

Sections

How to Share an Event
How to Download Event Document Packets
How to Email Registered Students of an Event
How to Export a List of Registered Students
How to Generate Name Tags
Bulk Add Registrants
Mark Registrants as "Attended" in Bulk

How to Share an Event

Admins can easily acquire a link for a specific event and share it with Employer and Student users. Follow these steps:

Navigate to the Events Module:
- From the left navigation panel, select the Events module.
Select the Specific Event:
- Locate and click on the event you want to share.
Use the Action Button:
- Click the Action button.
- Choose the appropriate link option to copy the link to your clipboard.
Share the Link:
- Paste the link into an email, message, or social media post to share it with users.

For bulk promoting events, refer to the Promotion Tool for Job Listings and Events resource.

How to Download Event Document Packets

University Admins can download document packets for events where resumes and/or additional documents have been submitted:

Select the Specific Event:
- From the Events module, choose the event from which you want to download resumes or application documents.
Navigate to the Registered Students Tab:
- Open the Registered Students tab.
Download Document Packets:
- Click the Ellipsis button.
- Select the Download All Document Packets option.
Configure Required Documents:
- To ensure student documents are included, configure the event to request or require specific documents during registration. Edit the event and set the required documents under the "Registration Document(s)" section.

Note: If required documents were not set before registration, updating the "Is Required" setting will not prompt already registered students to upload the document(s). Email the registrants to request updates to their registration.

How to Email Registered Students of an Event

Admins can quickly email all students registered for an event:

Select the Specific Event:
- From the Events module, click on the event you want to manage.
Open the Registered Students Tab:
- Navigate to the Registered Students tab.
Email All Registrants:
- Click the Ellipsis button (three dots).
- Select the Message All option.
Compose and Send Email:
- Draft your message and send it to all registered students.

How to Export a List of Registered Students

To export a list of students registered for an event:

Select the Specific Event:
- Access the Events module and open the desired event.
Navigate to the Registered Students Tab:
- Click on the Registered Students tab.
Export the List:
- Click the Ellipsis button.
- Select the Export List option.

How to Generate Name Tags

12twenty supports two different ways of printing name tags. The first is a "pre-print" option, which allows the user to print name tags for event registrants, and the second option is an "on-register" method, which the user can use to print name tags for students as they check-in.

Pre-Print Name Tags

To print name tags for one or all event registrants, navigate to the event detail page, and then select the "Registrants" tab. Then select the "ellipsis" menu drop down, and " Generate Name Tags for All Registrants." This will generate a PDF of name tags, which is designed to be printed on the Avery 8395 label page, which has 8 labels per page, sized 2” 1/3” x 3 3/8”.

Printing Name Tags During Student Registration

For name tag printing "on-register," the career center can use the "Print Name Tags" function located in the "Action" menu for the event:

This will bring the user to a live name tag printing page, where students who have been checked in (via 12Twenty Passport and/or marking the student as "Attended" on the "Registered Students" tab of an event detail page) will appear in the "Not Yet Printed" section of the page. The student's name, college/school (for centralized career centers), or program (for business and law programs), and graduation term can be changed before selecting the "Print Name Tag" button for that student.

Upon selecting the "Print Name Tag" button, a new tab will open with the print dialog for the students name tag. The name tag format was designed to be compatible with the DYMO LabelWriter 450 Thermal Label Printer, and DYMO LW Adhesive Name Badge Labels for LabelWriter Label Printers, White, sized 2-1/4'' x 4''. However, the name tag will work with any label printer that has a label size of at least 2" x 3.75". Please note that the DYMO label printer must be connected to the computer and the drivers must be installed before printing the label.

Note: The format and style of Name Tags printed through an Event's "Print Name Tags" function are not the same as Name Tags printed through the Kiosk.

Bulk Add Registrants

Adding Registrants in Bulk

Admins can efficiently add multiple registrants to an event by following these steps:

Navigate to the Event
- Open the Events module and access the specific event.
Open the Registered Students Tab
- Click on the Registered Students tab within the event.
Access the Bulk Add Option
- Click the Ellipses button.
- Select Bulk Add Registrants from the dropdown menu.
Enter Registrant Emails
- In the pop-up modal, paste up to 1,000 student or alumni email addresses into the input box.
  - Ensure emails are either separated by commas or placed on separate lines.
- If a user is already registered, their attendance record will automatically update.

Mark Registrants as "Attended" in Bulk

Admins can mark attendees as "Attended" in bulk after an event concludes:

Navigate to the Event:
- Access the specific event from the Events module.
Go to the Registered Students Tab:
- Open the Registered Students tab.
Select Attendees:
- Check the boxes next to the names of one or more registrants.
Mark as Attended:
- Click the Ellipsis button.
- Choose the Mark Selected as Attended option.

By following these steps, administrators can efficiently manage event participants, ensuring a smooth experience for both organizers and attendees.