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Check-In Cards

A check-in or scan-in card is a convenient method for participants to check in at the front door using either a handheld USB barcode reader or webcam.
The card contains a barcode that can be scanned to quickly register the participant's attendance. This eliminates the need for manual check-ins and ensures an efficient and streamlined check-in process for participants entering the venue.

Setting Centers

For quick scan-in attendance, you will first want to set your center. Once you select the center, it will be saved to your specific user account. This means that whenever you access the system, your chosen center will be pre-selected for attendance and other related activities.
To set the center you are working at in OnTrack, follow these steps:
  1. 1.
    Click on the account circular icon with your initials located in the top right corner of the screen.
  2. 2.
    A dropdown menu will appear. From the menu, select the center or location where you are currently working. The list will only display locations that are categorized as centers. It is live updating and will save immediately.
Setting a center to your User Account
By setting your working center, you ensure that attendance records and other relevant information are associated with the correct location in OnTrack.

Checking In

To enable the Participant scanning feature for attendance tracking, you can click on the barcode icon button located in the navigation bar at the top right corner of any screen, in between the emergency roster button and the Account button. Clicking on this button will activate the scanner, allowing you to scan a Participant's barcode from anywhere within OnTrack. This convenient feature enables you to quickly check Participants in for attendance without interrupting your workflow.
Accessing the scanning screen

Scanning Methods

There are two scanning methods available for processing scans in OnTrack: using a handheld USB barcode scanner or utilizing the webcam or phone camera.
  1. 1.
    Handheld USB Barcode Scanner: If you have a compatible handheld USB barcode scanner, you can connect it to your computer and use it to scan Participant barcodes directly into OnTrack. This method offers a quick and efficient way to process scans without relying on a camera.
  2. 2.
    Webcam / Phone Camera: Alternatively, you can use the built-in webcam of your computer or the camera on your phone to scan Participant barcodes. OnTrack will process the scan and perform the necessary actions based on the scanned code.
Both scanning methods provide flexibility and convenience, allowing you to choose the option that best suits your setup and available resources.

Barcode Format/Readers

To ensure compatibility with OnTrack, when purchasing a handheld USB barcode scanner, it is important to choose one that is capable of reading the standard barcode 128 format. This format is commonly used for barcode scanning in various applications, including OnTrack.
When searching for a scanner on platforms like Amazon, you can find options priced at $30 or higher that should meet your requirements. Make sure to check the product specifications or descriptions to confirm that it supports reading barcode 128 format.
Additionally, if the scanner has the ability to read QR codes as well, it can be beneficial for future functionality, as QR codes are increasingly used for various purposes, including participant identification and tracking.
Consider reviewing customer reviews and ratings to ensure that the chosen scanner is reliable and suitable for your specific needs.

Scan-In Options

Similar to the individual check-in options, you have the flexibility to configure specific rules for each participant's check-in process. These rules can include the following options:
  1. 1.
    Enable Kiosk Mode: This allows you to activate the kiosk mode for both the USB barcode scanner and camera, facilitating faster check-in for participants.
  2. 2.
    Check-in for Center Attendance: By selecting this option, the participant will be checked in for center attendance, indicating their presence at the center or facility.
  3. 3.
    Apply Center Visit Fee: If applicable, you can choose to apply a fee for the participant's visit to the center. This feature helps track and manage any associated charges.
  4. 4.
    Automatically Take Attendance for Program Classes: This option enables the automatic recording of attendance for the program classes the participant is registered for on the current day. It streamlines the attendance tracking process for programs and ensures accurate attendance records.
When you access the check-in dialog, you will find these options available for configuration. You can enable or disable them based on your organization's requirements and the specific needs of each participant.

Kiosk Mode

When you enable Kiosk Mode during the check-in process, the screen will return to its previous state after scanning the participant's barcode using either the USB barcode scanner or camera method. Instead of a full-screen display, a smaller, unobtrusive window will pop up, indicating that the participant has been successfully checked in. Additionally, there will be an audible sound to provide a confirmation of the check-in action. This allows for a seamless and efficient check-in experience without interrupting or obstructing the ongoing tasks or activities on the screen.