Overview
Department Setup
ARTS events are set up on a per department basis. Typically, we create a group with a name like {department}_ARTS_Admins and add the initial set of departmental administrators to this group. This group is then set up as an ARTS administrator for the department, and also as a group administrator for the department. We have recently started creating a second group - {department}_ARTS_Agents - we will get back to that group in a bit. We also set up another group ARTS_Support_Team as an administrator for the department - this helps with the support. This process happens once, although other folks may get added to the admin group as needed.
Procedures
Preparation before the Event
It is very IMPORTANT that you TEST the event setup at least a few days before the actual event.
1. Test the laptop you are using
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- Does it have a working power supply?
- Does it have a working network adapter?
- Is it current on windows updates?
- Will it talk to the RFId Reader? (Sometimes Windows wants to load drivers when a new device is attached)
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2. Do you have an RFId reader?
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- Some departments may have one they can loan you, or if you expect to be doing this again, you might want to purchase your own.
- Once this is purchase, please submit a request as an Administrator needs to set this up before using.
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3. Go to the location of the Event
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- Does it have power?
- Does it have networking? Will the wifi in the area "melt down" when 400 students with smartphones show up?
- Is there enough tables and chairs?
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4. Train the Agents
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- Make a shortcut for the ARTS app on the laptop
- Have the agent practice the manual search option
- Have the agent sign on to ARTS (to make sure they have access)
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First Event
Although the intention is for departments to set up their own events, our typical start up is to work with the department admins on their first event. This combines the setup process with some initial training.
Starting with ARTS App, you can create a new Event, and later come back and edit it. ARTS also has a clone option, so you do not have to recreate the event each time.
A lot of these details can be seen in the ARTS - Attendance Recording And Tracking System Overview document. We will cover a lot of the details during the setup session. Some of the important items to keep in mind:
- Start and End Date - typically start the event now so you can test it, and set the end date to the day after the event. These dates are used to for the check in selection process.
- Add several agents, including yourself (for testing at least). If you will be having additional events and using the same group of agents, it might be best to use the _ARTS_Agents group mentioned above and add the people to that group instead. Agents are people who can run the check-in process. Typically, agents can't see any of the collected data, and many departments use work study students as agent.
- Enable "Manual Search" - if you expect people who might not have their ID cards. This is also handy for testing ACLs and text stanzas.
- Adjust the text stanzas - typically just a few are needed
- Splash - displayed when the check in app starts up
- Accepted - displayed when someone badges in
- Rejected - if you are using ACL - Access Control Lists - when someone fails the check in.
- Define Access lists - who is in allowed in, who isn't. There are many options here - we should talk about what you need.
Last Reviewed: 13-Aug-2021
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