YLS Check-In Quick start guide

Owned by Stephen Baraquin
Last updated: Nov 21, 2024
3 min read

Getting started

  1. Visit https://checkin.law.yale.edu and log in using your CAS credentials. 

  2. Yale Law School staff and faculty automatically have access to create new events. 

  3. Additional information is available in the in-depth user guide available here: YLS Check-In Instructions.pdf

 

Creating and Managing Events

Navigating the Dashboard 

Upon logging in, you will be directed to the Events dashboard; here you can: 

Create New Events 

  • Click on Create New Event. 

  • Fill in the required fields: Title and Event Type. Adding a description is encouraged. 

  • Once all fields are completed, click Save. You will be redirected back to the dashboard. 

Manage Existing Events

Under My Events on the dashboard, click on Edit Event

Select one of the following:

  • Attendee List Only: Selected as the default option.  The event owner can upload a specific list of attendees.

  • All Yale Law School: Opens the event to the broader community.

  • All Yale: Opens the event to a broader community.

Click Save

Note: RSVP Events are accessible to the public. Click Copy URL to copy the URL to the clipboard. The URL can be pasted into an email to share with your respective attendees. 

Add/Manage Organizers  

 Under My Events on the dashboard, click on Edit Event

  1. Type the name of a person to add as an organizer 

  2. Click Add Organizer. The Organizer’s name and NetID will appear below

 Note: Adding multiple organizers allows anyone listed to access the event for check-in/out.  

 Adding Attendees

 To add Attendees, return to My Events and click on Attendee List. 

Note: Attendees can be added manually or uploaded to a list.

 Add Attendees manually

  1. Manually type a name in the search for a name text box

  2. Click Add Attendee.

  3. Their information will be added to the Attendee List.

Note: This list only contains current YLS Staff, Faculty, and Students. 

Uploading an Attendee List 

  1. Click on Download the FileUpload Template.  The template is a .xlsx file. 

  2. Open the .xlsx file from your downloaded files folder by clicking the Downloads icon.

  3. Add Attendees NetID in the NetId column.  NetIDs are required. 

  4. Save the file with a unique name to identify the event. 

  5. Click Select to Upload 

  6. Select the .xlxs file saved in step 3  

  7. Click on UPLOAD 

  8. The Attendee List will populate. 

Note: You and your organizers can manually check in, check out, and delete attendees from this screen. 

Using the Check-in Application

Open Event for Check-In or Check-Out 

Under My Events on the dashboard, click on Event Check-In

  1. Select either select Check-In or Check-Out for the card reader to record the assumed activity. 

  2. Attendees will tap their Yale ID on the card reader.

  3. Their name will pop up, displaying they’ve been checked in.  

Note: If the attendee already checked in or is not on the list of attendees for your event, you will see this on the display. 

Note: To review the Attendee List, click on Export Attendee List from My Events > Attendee List > Export Attendee List 

Archive Old Events 

There is an option to archive a completed event. Archiving an event ensures that all attendee information is preserved as-is, providing an accurate record for future reporting and event management.

Note: Once an event is archived, attendee data can no longer be modified 

 To Archive an Event

  1. Click the File icon to the left of the event title.

  2. A popup will appear with the following message:  Are you sure you want to archive this event?  Archiving will freeze attendee data, preventing any new additions. 

  3. Click OK to archive.