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Participant Assignments

A Participant AssignmentA way to identify people who have commited to coming to an activity or event. is a way to identify people who have expressed interest or committed to attending an activity. Participant assignments are useful for a number of reasons including:

• Check-in includes the ability to prevent people from attending if they have not pre-registered for the activity. In essence, pre-registrations means that an assignment has been created for the person. These assignments can be manually entered or can be automatically created via a Form Builder (Event Registration) form.
• Participants must be assigned to the activity if you want to have an accurate roster prior to the activity.
• Assignments make Check-in a very smooth process and are especially helpful when using Check-in in Self mode (Self Check-in). Name tags can be printed in seconds.
• Assignments make Post Attendance simple. Post Attendance will quickly display all participants who have an assignment to the selected activity and room/location (RLC) allowing you to easily choose each attendee.
• Assignments make post-activity follow-up a breeze. Run report M3010E to see a list of people who registered (or expressed interest) but did not attend.

Creating Participant Assignments

There are four ways assignments are created:

• Manually via Ministry > Participants > Assignments.
• Through Check-in—if you elected to have Check-in create assignments when you created your activity every time visitors attend an assignment will be created. Note that this is an overnight process. You will not see assignments via Check-in until the day after the activity occurs.
• Through Event Registration forms—WebLink's Event Registration tool allows you to create assignments based on how people register.
• Through Mass Action—any People Query search results list can take advantage of Mass Action available in the Actions gear tool at the bottom for the search results. This is also group for any Temporary or People List Groups you have created.

Manually Creating an Assignment

Many times people will stop by an information kiosk to ask about activities. This is a great opportunity to quickly create an assignment manually.

Note: Ministry Write security access is required to create assignments.

To create an assignment:

1. Click Ministry > Participants > Assignments. The Add Participant Assignment form appears. Ensure the correct ministry is displayed in the ministry box at the top of the form.
2. Click Find Person. The advanced search window opens.
3. Type a name or partial name in the Name field and click Search. A list of possible matches will appear. Click Select beside the person to work with.
4. Select the Activity and the Room, Location, Class. Optionally, you may also select a Breakout group and a Schedule/Time depending upon how the activity was configured.
5. Click Add assignment.

Using Mass Action to Create Assignments

One of the easiest ways to create assignments is by using Mass Action. This is particularly helpful if you have a large number of participants to work with.

Note: You must have the Mass Action security access right along with Ministry Write access to any ministry you work with to perform the following procedure.

To use Mass Action:

1. Click People > Search > People Query to display the People Query builder. This tool allows you to find people in a variety of different ways. For example, perhaps you are starting a small group in a particular postal code. Simply use People Query to find people with a Primary household address postal code that matches.
   
   Alternatively, you may also perform the following steps on any Group or Temporary Group that has been created.
2. Select the check box in the header bar of either your query search results or your Group listing. This will select all individuals.
3. Click the Actions gear at the bottom of the list and then select Perform a mass action. The Mass Action form appears.
4. Select Create a participant assignment in step 1.
5. Optionally, change the name of the mass action in step 2.
6. Select the specifics of the activity in step 3. Be extra careful when selecting the details of the activity. Mass Action will do exactly what you tell it to do. Ensure that your selections match how you have configured your activity. For example, when you created your activity if you elected to record assignments based on activity schedule or date/time, ensure that you select the Schedule/instance check box and select the appropriate schedule. Make sure you select the RLC option as well.
7. Click Review the proposed mass action. A confirmation page appears; look for any errors.
8. Click Yes, make these changes now.

Note: Mass Action requests are queued and performed in the order they are received. Click People > Data Integrity > Mass Action Queue to review the status.

Automatic Assignments

Assignments can be created automatically based on attendance. In the Check-in Settings panel, select one of the following from the Auto assignments drop-down list:

• None—this is the default setting and will NOT automatically record assignments.
• First Attendance—this setting records assignments based on the first time a participant attends an activity.
• Most Recent Attendance—this setting records assignments based on the most recent participant attendance. If a participant attends a different room (RLC) every time, the assignment will update every time to reflect the most recently attended RLC.

Auto assignments works both in Check-in and when you use Post Attendance to record attendance.

Note: Assignments created via Check-in are created in an overnight process. You will not see the assignment until the day after the attendance has been recorded through Check-in.