Confirming attendees at the door - another use for Entity and VBO

Following on the blog by Eileen about using CiviCRM Entities and Views Bulk Operations (VBO) to update start/end dates of civi Relationships in bulk, another client asked for a quick solution for them confirming who attended an event. This was a free event, they had sent out invites, and wanted a quick way to mark people as 'attending' so that they could then bulk update the Pariticipant Status for those who showed up.

Using Entities and VBO made this a simple task. They can now collect names at the door, and submit them in bulk at the end of the process.

The process involved is

  • create a View based on CiviParticipant
  • add the VBO field and set it to 'modify entity values' and select 'Participant Status ID'
  • add other fields eg Event Title and Participant status so they can keep an eye on ensuring Participants are 'as expected'
  • set some filters, eg expose the 'event title' field using 'contains' so the same form can be used over for other events
  • bingo.

Then at the event, the 'user' has a screen and just need to check a box for each attendee, and then at the end of the influx 

  • under Operations select Modify entity values and Execute
  • enter the Status ID they want applied (yes not hugely intuitive yet, so user needs to go to civicrm/admin/participant_status?reset=1 and eyeball the ID - which for Attended is '2') and confirm

Here are a couple of screenshots that hopefully back up the description above - and I will attach the View so you can just download and try it out ;-) (requires VBO and CiviEntity modules being enabled of course!)

Set up the Bulk Operations field

Set up your other Fields and Filters

And a screenshot for 'on the night'


In this case there was also the potential for a invitee to bring an unexpected guest. We provided a webform solution for this so that names, email, phone could quickly be recorded on a form with an Event registration and a Relationship to the invited person, and then provided a simple link (open in new tab) from the bulk registration form, so the webform would be prefilled with the 'invited person' as cid1.

Plain text icon Attendees register at door.txt6.86 KB