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:
|
| Department Coordinator | Under his/her authorized department:
|
Role | Rights in HKUEMS |
Event Manager | For events under his/her management:
|
Assistant Event Manager | For events under his/her management:
(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 | For events under his/her management:
|
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.
As some attendees could take the attendance records normally, the beacons should be functioning in the classroom. For attendees experiencing difficulties, advise them to:
- Restart the app: Fully close the app and reopen it.
- Check for updates: Make sure you have the latest version of the app from the App Store or Google Play.
- Check permissions: Verify that Bluetooth is turned on and the app has permission to use it.
- Check your connection: Switch between Wi-Fi and cellular data, or connect to the HKU Wi-Fi. Be sure to disable any VPNs.
- Restart or borrow a device: Restart your phone. If it still doesn’t work, you can temporarily borrow another student’s phone, log into your account, and take your attendance.
Additional note (Grand Hall events): If your event is held in the Grand Hall, please refer to the next question for specific instruction.
If attendees are still unable to check in, tutors/lecturers could also manually update the students’ attendance records in Attendance@HKU System (Please refer to Admin User Guide pages. 46-48)
If you continue to experience difficulties, please contact the ITS Service Desk.
The attendees must check in only in the foyer area inside the glass doors and within the carpeted section located directly outside the entrance to the hall. Do not take attendance inside the Grand Hall itself or outside the glass doors.
If all attendees are unable to check in, it is likely a hardware or signal issue:
- Beacon detection issues: Signals may not be detected within the venue.
- Beacon battery failure: Beacons may be out of battery, preventing all attendance taking.
Please report this issue to ITS Service Desk to arrange a beacon checking to resolve the issue.
Detailed Steps:
- Go to Attendance@HKU System
- Click ‘Attendance Records’ section on left-hand side panel
- Type in Course Code / Course Name in searching field
- Select the course session you would like to retrieve with attendance records
- Click ‘Export to excel’ to download the attendance records
Please use the function of ‘Advanced Report’ in Attendance@HKU System to produce the report that combining the several classes. It allows you to select all relevant classes and consolidate their attendance records into a single Excel file.
Steps:
- Go to Attendance@HKU System
- Click ‘Advance Report’ section
- Search the course/course code that you would like to proceed with
- Click on the event/checkbox to include it in the report generation
- Click the Export Button on the bottom right-hand side (a green download button)
- Check the report, the percentage of presence for attendees would be shown
If you cannot access the Attendance@HKU System, or if your assigned role has expired, you should contact the ITS Service Desk to ensure you have the correct role (Administrator, Manager, or Coordinator) assigned to your HKU Portal account.
(Note: You can find more details in the “Summary of Access Roles” on Admin User Guide page 58. ))
To apply for or renew your access:
- Admin Role: Please submit the CF125a Form.
- Manager or Coordinator Role: Please contact your Department Administrator.
Students could not be added as Event Manager and Event Coordinator; you may only add staff accounts of HKU (@hku.hk) to Attendance@HKU System.
First, you should verify that you have the correct role assigned to your HKU Portal account.
There are 3 types of roles available to you: Administrator, Manager, and Coordinator.
- As an Administrator or Manager, you have full rights to retrieve Attendance Records of ended events, see the Dashboard, and Create, Update, Delete, or Import events in Attendance@HKU.
- As a Coordinator, you can only retrieve Attendance Records of ended events and see the Dashboard; you do not have the rights to Create, Update, Delete, or Import events.
To get the correct access:
- If you would like to apply for the Admin Role, please submit the CF125a Form.
- If you would like to apply for the Manager or Coordinator role, please contact your Department Administrator.
If your course is imported from the SIS system, you may not see it immediately due to the synchronization schedule. Please keep the following in mind:
- 21 Days in Advance: Classes will be synchronized from SIS 21 days before the start date of the class. If your class starts more than 21 days later, it will not appear yet.
- Recent Updates: If you just updated the class in SIS, it takes time to process. It will not be synchronized to the Attendance@HKU system immediately. The system synchronizes with SIS twice a day at 8:00 AM and 1:00 PM. Please check back after the next scheduled sync to see your updates.