Offloading Scanana Data
Intro
Scananas are simple devices that capture scanned QR codes from name tags or the Pass.
These scans are not time stamped nor directly associated with an event.
Because of this, you must offload the data before using a Scanana at a second/third/fortieth event.
Label your Scananas before they get distributed!
Because they have no idea which event they're being used to scan, it's impossible to know which event to load them to unless you know which one(s) went where. Usually this involves gaff tape (which leaves no residue!) or a label maker.
Photo below is the benchmark - how the folks at Stevens Institute of Technology kept it all very orderly.
What you need
a Scanana (or several)
a laptop with a USB-A port
a USB-A to USB-C cable
If we know ahead of time that you'll be offloading Scananas, we'll send a cable along (with a link to this document) to help guide you.
It's not complicated
So please do not be intimidated! We made it easy to do because we had to do it so many times!
Will this be scan-to-register?
Scan-to-register is a neato feature that will reverse-register an event attendee for that event (and check them in to it) when we import the scan data.
For those who do not register ahead of time this is super convenient. The ideal use case is a free/open-access event (like a President/Chancellor/Head of School speech) where preregistration was requested but not required.
S2R is specifically not recommended for paid events. If used, the event registration will be added but no charge will be made nor will the reg record reflect a balance to be collected.
In short it could make a heck of a mess.
Edit event to set it to S2R active mode if that's desirable. The bulk edit screen (from Manage Events) makes this easy to review for all of your events in one shot.
Steps to Import
Do all of these steps in this order. If you take shortcuts, you may lose data that we cannot recover.
Turn the Scanana OFF.
Plug the USB-A end of the cable into your computer.
Plug the USB-C end of the cable into the tail of the Scanana.
Turn the Scanana on.
Happy sounds from Scanana mean you're doing ok so far
The Scanana button surround should appear blue.
Log in to the AlumnIQ admin console (if you weren't already)
Go to Reports > Event Registration
Select the event you want to import data to.
Tap Run Report.
Tap Import Scan Data.
Put cursor focus in the large text area and make sure the cursor is blinking.
Using the Scanana, scan the barcode labeled "Output Stored Data"
This should fill that large text area with a pile of data. If it doesn't, try scanning the barcode again.
Successful export of the data will also trigger happy beeps.
Scroll to the bottom of the page.
Tap Import Scan Data.
The page will show you some summary stats on how the import went. This will also show any attendees who couldn't be imported for various reasons (not S2R and not registered, cancelled registrant, etc.).
If you want to keep a summary of this, save to your computer. You'll also be emailed a(n admittedly rough) version of it automatically.
This part is very important. If you're satisfied with the data you just offloaded and imported, scan the barcode labeled "Clear Memory". This clears off the Scanana for reuse. Hit it twice for good measure.
Then scan the "Store Mode" barcode twice for good measure as well.
Your Scanana is now clear and ready to be used at the next event. Power it down and unplug.
Repeat all the steps for all Scananas you need to offload.
Once more for the folks in the back:
Once you hit "Clear Memory" that's it for your scans. Please be extra sure that what you imported looks and smells "right" based on the activity you observed at the event prior to clearing it off.
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