FAQ of Attendance@HKU for Administrators

The event is either imported from other systems (e.g. SIS/HKUEMS) or you are not authorized to update it.  For imported events, only the venue and check out requirement can be updated, and they cannot be deleted.

The event may be either deleted or lapsed so it is not possible for you to find it. Another reason is that you are not authorized to update the event. You may need to request for relevant rights from your Department Administrator of Attendance@HKU.

The event may not have ended.  You can view the attendance data of an ongoing event using the Real-time Dashboard.

Another reason is that you are not authorized to access the attendance data of the event. You may need to request for relevant rights from your Department Administrator of Attendance@HKU.

Attendance data recorded by the Attendance@HKU app will be kept for 2 complete academic years. For example, if the current academic year is 2020/21, attendance records of events took place in the academic years 2018/19, 2019/20 and 2020/21 can be downloaded.

This is the because the attendees have not entered their names under the HKU Event Management System (HKUEMS).

 

Event Managers please use either “Full Name” OR “Surname” + “First Name” in designing the registration form under HKUEMS to ensure the attendees’ names can be captured in the attendance data file of Attendance@HKU app.

Attendance@HKU app uses Bluetooth to detect attendee’s current location, please ensure Bluetooth is switched ON before check in.

Another reason is that the attendee does not match with the target audience set for the event (e.g. a class which allows only student to check in, but the student is logging in using guest email).

Role

Authorized Actions

Department Manager

Under his/her authorized department:

  • view/create/update/delete event
  • view real-time dashboard
  • retrieve attendance data
Department Coordinator

Under his/her authorized department:

  • view real-time dashboard
  • retrieve attendance data

Role

Rights in HKUEMS

Event Manager
(Event Owner in HKUEMS)

For events under his/her management:

  • view/update/delete events
  • view real-time dashboard
  • retrieve attendance data

Assistant Event Manager

For events under his/her management:

  • view/update/delete events
  • view real-time dashboard
  • retrieve attendance data

(The rights of Assistant Event Manager in using HKUEMS are the same as Event Managers except only Event Managers can assign Assistant Event Managers.)

Event Coordinator
(Class Instructors in SIS)

For events under his/her management:

  • view real-time dashboard
  • retrieve attendance data

Yes, if you are the Department Administrator of a faculty. Department Administrator can assign colleagues to be the Department Manager or Department Coordinator for his/her faculty who can manage all events managed by the Attendance@HKU app under the Faculty.  Faculty Department Administrator can also assign the same right to their colleagues for managing the events of all departments under the Faculty (by ticking the option on “Include child departments”).

The role has been granted to this staff member before. If the existing role expired, please set a new end date to activate the role again.

You can click the “Terminate” button to terminate a staff role.

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