ARTS - Logging in and Creating Events (basics)

Overview

The ARTS (Attendance Recording and Tracking System) web based tool allows departments at RPI to easily create events to use with the RFId "tap in" reader to allow attendees into an event.

Event Tracking 

• Records who badges in (RCS campus card)
• Manual Entry / Search Option (no card needed)
• Access control (allowed, refused, VIP, Staff)
• Demographics (name, status, photo, class registration)
• Email generation, add to group
• Optional – Yes/No or free text questions
• Ongoing Use – Single instance

Department Roles

Administrator Define events and attendance logs Can add and remove other administrators After an event can make comments Can run Reports

Viewers Can view attendance logs Can only view Reports

Event Roles

Agents Defined by departmental administrators Can run check in app Cannot view logs

Contacts Defined per Desk by Administrators Can view visitors Can share notes for a visitor to the department

Hosts/presenter and curators Can run check in app and view the logs for their event

Groups Access control similar to ARTS Administrators Can be used for event access control Group Membership displayed with events

Procedures

Creating an Event

IMPORTANT FIRST STEP: The first step is to Submit a request including RCS id's for anyone who will need Administrator access in the ARTS tool to create events. Once they have access then they can login and create a new event.

Logging in and Creating a New Event

Creating a new event is the first step to start the new event process. NOTE: Once you create an event, you can re-use this event by using the Clone feature and then edit the cloned event.

1. Go to the ARTS V2.1 tool at https://apex.cct.rpi.edu/apex/f?p=149

The "ARTS Configuration" screen appears.

[ARTS Events Checking and Reporting screen]

2. Click the "Create an Event" button located in the middle of the page on the left.

[Create an Event button highlighted]

The "Create New Event" screen appears.

[New Event screen]

Complete the following:

Event Name – What is the name of the event?

Event Type - Choose from the drop-down menu. (Most events are - Basic - Simple, default event)

Department – Carefully select the department name. (Review and select from the list)

Start Date – Choose the day the event starts or the first day check-in will be available.
NOTE: However, you will want to test by badging in with your campus card on the reader before the event, which will need todays date in order to test.

End Date - Set this to one day after the event ends.

Description - (may be publicly visible) – Others can see what is typed in the description.

Comments - Comments are for the Administrators only.

Building and/or Room – Leave blank unless this event room needs contact tracing.

Manual Search - If Yes is selected, this allows to type in or search a name (used for those who will not have a campus card - ID Badge). NOTE: "Prox Sign In" and "All Community" is fine to leave as the default. Choose No if an ID Badge will ONLY be used to check in. 

3. Once the above is complete, click "Create" located in the upper right corner of the screen.

The "Edit Event" screen appears.

[Edit Event screen]

The navigation bar on the left has other fields for this event. Let's take a look at some of these options.

4. Click the Expand/Collapse navigation button located in the upper left corner of the ARTS tool.

5. Click ACLs (Access Control List) - controls who gets access to the event. Do we display the accepted text or rejected text when someone badges in. NOTE: If you have no ACLs listed, this assumes everyone has access.

[ACL - Access Control List for an Event]

6. Click "Text Stanzas" from the left panel to see a report listing the commonly used text stanzas. There are links to edit or preview the stanza criteria. NOTE: Review the "Accepted", "Rejected" and "Splash" stanzas. As you will want to edit at least the "Accepted" stanza. Please review this article on Text Stanzas

7. Click "Agents" are the people who can run the check-in process. Those who can badge attendees in the event using the RFId (Tap-in) reader. Keep in mind that several agents can be added, including yourself (for testing) 

Adding Agents

1. Click Agents from the Expand/Collapse Navigation button located in the upper left corner of the ARTS tool
   
   
   [Expand / Collapse Navigation button]
2. Click the Create New Agent button from the top left.
3. Choose a "New Agent Role"  - Depending on what you select a new screen appears to complete the necessary information for this Role.

[List of New Agent Roles]

4. In the "New Agent" area beginning typing the agents last name, first name and then choose them from the list below.  Comments can be added and then click "Create."

[New Agent with agent name filled in]

5. Description: General event check in, badge reader (no special privilege's then letting someone badge in for this event. NOTE: Some departments have students setup as Agents. 

6. Repeat steps 1-3 to add more Agents for the event.

7. Connect the RFId card reader to your computer if this was not already connected.

8. Click "Home" and then click "View My Check-In Lists"

9. Click "Check In" to the left of the event and place the cursor in the box below.

10. "Tap your campus card on the card reader" to test and the person's name and photo, Name and Status should appear on the screen.

11. Choose "Yes" to select manual search and a Manual Entry box appears to the right so you can type an attendees name if they are an outside guest. 

As attendees are added to the event, you can view several attendance reports under "Attendance"

Quick steps to Create a basic Event

1. Go to the ARTS V2.1 tool at https://apex.cct.rpi.edu/apex/f?p=149
2. Click the Create an Event button.

• • Type the name of the Event. 
  • Leave the Event Type to Basic - Simple, default or choose from the drop-down menu. 
  • Review the list and Carefully select the department name. 
  • Start Date – Choose the day the event starts or the first day check-in will be available.
    Remember: Use todays date to test so you can badge in with your campus card on the RFId reader before the event.
  • End Date - Set this to one day after the event ends.
  • Leave Manual Search as the default "No" (used if only those with a campus id card will be badging) Select Yes if a name will be typed in or searched on as well as using the campus id card.
  • Choose a Building.

  • Click "Create" located in the upper right corner of the screen.

3. Add Agents (see above steps)

4. Connect the RFId card reader to your computer if this was not already connected.

5. Click "Home" and then click "View My Check-In Lists"

6. Click "Check In" to the left of the event and place the cursor in the Check In box below.

7. "Tap your campus card on the card reader" to test that the person's name and photo appears on the screen.

Clone an Event
Once you have an event setup the way you like, you can make a copy of this event by using the  "Clone" feature to save time.

1. Click "Home"

2. Click "Edit Event"

3. Locate the Event you want to clone and choose "Clone" at the top you will see "copy of in front of the name of the Event you cloned.

4. Click "Edit Event" and make changes to the Name, Description and dates and then save the event.

References/Links 

Training video - Log in/Create Events/Cloning Events (coming soon)

Last Reviewed:   03-Dec-2024