The Accreditation Check stage is when people registered for an event arrive at the event location and acknowledge their being available for the relevant events. At this time, people may indicate they only want to participate in one event due to injury. Or perhaps payment has gone wrong and people still need to pay their fees wholly or partially. For most people, this stage only means they have to show their face at some desk and receive a laminated accreditation badge to wear during the event.
To facilitate managing the accreditation check stage, the EVF application has a special ‘Accreditation’ tab that can display the registered people in various selections, allowing users to quickly search for new names and adjust any registrations easily. This page is available for Event organisers, Event accreditors and system administrators.
The above image displays a possible overview of the initial state of the Accreditation tab. Marked in red are the Filter Settings, which allow determining what is actually shown on the page. By default, the page lists all participants for the entire event, organised by country. In this case, we only have one country (Testonia), with 4 participants, but this list may grow very large of course.
On each row, for each individual, you can see name and birthyear and all registrations for that person. Under the ‘State’ column, a convenience select option allows you to quickly mark this person as being present for all registered events. This should be the case for 99% of the participants. If the person wants adjustments, you can click on the encircled chevron on the far right of each row to open the Detail dialogue.
To understand the options here, note that the relation between person and event can have 3 states: registered, present and absent. Registered means the person has indicated he/she would like to participate and will pay the fees. Present means the person is actually present for the event. Absent means something has come up (injury, emergency, sickness) that prevents the person from taking part. In the detail dialog you can mark the state of this person for each event the person has registered for.
If the Present state is marked grey and the Absent column is unchecked, this specific registration is still in ‘registered’ state.
If the Present state is marked blue (active), the registration is in ‘present’ state.
If the Absent column is checked, the Present state is disabled and the registration is in ‘absent’ state.
The states are saved to the database directly after checking or unchecking a specific option.
With 4 participants from one country, the Accreditation page is very easy to handle. However, if you have 1500 participants from 30 different countries for an event spanning a whole week, things may get more complicated and you may need to filter the available fencers. To do that, open the Filter Settings using the chevron on the right hand side at the top of the Accreditation Check page.
The filter settings can be divided in 5 settings, numbered red in the image above:
- You can list all fencers by Country (default) or by Event using option 1. If you run only a few events for many countries, separate by country. If you run many events, for a few countries, separate by event.
- You can have the application remove any Present fencers from the list and put them in another copy further down the page using option 2. This effectively double the number of lists on the page, but will make the list of registered-but-not-yet-present fencers smaller as time goes by, making it easier to find newly arrived people. If you made a mistake marking the presence of a certain person, you can find that person further down the page in a separate list and undo your action.
- Option 3 is enabled by default and will periodically request the state of fencers from the central database. This is convenient if you have several workstations working on the Accreditation Checks at the same time and will incorporate the changes made by others automatically. However, this takes noticable resources and makes the application more sluggish. Reloading the page every now and then may help, but you need to reset the filter options after reload. If you have only one workstation, you can switch this off safely.
When switched off, a button will appear to manually reload the registrations from the central database to resynchronise.
- Option 4 is a list of checkboxes allowing you to filter in only those people registered for specific events. However, if someone participates in, for example, Mens Epee Category 1 and Mens Foil Category 1, and you filter out Mens Foil Category 1, that person still shows up for all his registrations. His badge will also show him participating in both events and you have the option to mark the person present for both events, or only for Mens Epee Category 1. Event organisers may have their own idea of what is practical here in relation to their registration process.
- Finally, option 5 is a list of checkboxes allowing you to filter out people with specific roles. In this way, you can setup a workstation where referees, volunteers and other organisational roles can register, but not fencing participants. Normally, these people get an alternative badge and do not need to pay for their registration.