Software Download (MOD 1.0)

Graduate Check-In

Graduate Check-In on Ceremony Day

MarchingOrder recommends using the Graduate Check-In tool at the arrival point/card distribution area so that ceremony administrators can verify that graduates have a valid GradPass or graduate card. Graduates with valid passes/cards can continue to the student line-up area. Anyone without a valid pass/card can be directed to the Help Desk for support.

Why Use Graduate Check-In?

Using MO's Graduate Check-in feature, you can track attendance in real-time and utilize the data for various purposes, such as:
  1. Confirming honors or veteran status to determine cord eligibility.
  2. Tracking numbers for logistical purposes, such as the number of seats needed on stage for doctoral graduates.
  3. Providing input criteria for a graduate slideshow, for example, running a slideshow for graduates who are not in attendance.
When using GradPass, we highly recommend utilizing Graduate Check-In to ensure graduates have their GradPass printed or loaded onto their mobile phones correctly. If the Check-In staff notices any issues, students should be referred to the Help Desk to collect a backup label or blank card.

Which Check-In Method Should I Use?

MarchingOrder provides two methods for checking in graduates: using the MarchingOrder Director software or the Ticket Scan App. Each method has its own advantages.

Check-In with MarchingOrder Director

The Helpdesk Laptop

MarchingOrder Director can be run without internet as it runs locally on an extra laptop using a copy of your ceremony display software. Because you can export the data from graduate check-in to the ceremony display laptop, you can run slideshows for graduates that did or did not check in.

Instructions:
To utilize this feature, download the ceremony files to the laptop that will be used for graduate check-in.
  1. Unzip the file, and place the unzipped files on the desktop.
  2. Open the MarchingOrder Director software.
  3. Click the Graduate Check-In button.
NOTE: You will need one QR scanner for Graduate Check-In.

Check-in Placement

For ceremonies using printed cards, setup Graduate Check-In beyond the card distribution area. For GradPass ceremonies, Check-In can be placed near the student entrance. This arrangement allows graduates to funnel into the line-up area quickly after being helped and scanned for Check-In. The Graduate Help Desk should be placed before the Check-In area to ensure that graduates without a card/pass can get a blank or backup card/label.
 

Using MarchingOrder Director Check-In Feature

Set-Up the Laptop and Scanner:
The check-in laptop should be placed on a table near where the barcodes will be scanned. MarchingOrder recommends plugging the laptop in to avoid it going to sleep or the battery dying. 

Run the MarchingOrder Director Software From the Desktop:
  1. Connect the QR code scanner directly to the laptop via the USB ports on the computer. A USB extension cord can be used if necessary.
  2. Run the MarchingOrder Software.
  3. Open the folder containing the software and double-click the file “MarchingOrder Director”.
  4. At the main screen, Click Graduate Check-In. If multiple ceremonies exist, you will be prompted to select a ceremony.

Begin Scanning:
As cards are scanned, the tally at the top of the screen will increase, and the software will display information related to the student scanned most recently. Contact MarchingOrder to define your check-in fields prior to processing.

Students will move from the Not Checked In column to the Checked In column.

The bottom of the screen will show a running tally:


Check-In Log

After students are scanned, a file called “Check-In Log.txt” will be created in the “Logs” folder, found in the same directory as the MarchingOrder Director program on your desktop. It will have the barcode number, name, and check-in time, along with any other data attached to each record.

You can also export a log from the “Logs” menu on the software home screen.

If you would like specific information included in your check-in log, reach out to your Customer Success Manager.


Check-In Using the Ticket Scan App

If you are just needing a headcount of grads as they arrive, or wish to simply check that your arriving graduates have a valid GradPass, you can scan GradPasses using the Ticket Scan app, just like you would scan Guest Tickets.

The MarchingOrder Ticket Scan app is free for Apple iOS (iPhones, iPads) or Google Play (Android Devices). When prompted, follow the instructions to allow the app to use the device’s camera.
Devices rented through our partners at Fello will arrive with the app installed and ready to scan. MarchingOrder customers qualify for discounted rental rates.  Learn more here.

Find Your Event Codes

Each ceremony has a unique event code that must be entered into the app before scanning can begin. GradPass event codes can be found in your MarchingOrder Assistant site at Ceremonies > GradPass > GradPass Properties.


Get Started Using the Ticket Scan App For Check-In

  1. Open the Ticket Scan app on your device.
  2. Enter the Event Code.
  3. Enter a user name or device location. (This information will be included in your Scanned Tickets report.)
You can view scans in real time by going to the Scanned Tickets module of your MarchingOrder Assistant dashboard. In addition to also showing your event codes, it will also show your Allotment, Tickets claimed, Tickets scanned and the percentage of scanned tickets:



Helpful Tips

Your Ticketing event code and your GradPass event code will start the same, with Gradpass event codes ending in “GP”.

Note: A device may only be signed in using one event code at a time. In other words, if you are using Guest Ticketing and GradPass, plan to have devices assigned for each category.