Event life cycle

2. Invitation (optional)

Creating invitation e-mail

3. Registration (optional)

Registration is enabled in the "Registration parameters" tab of the event. After making the event visible on the web and enabling registration, people can register to that event. Registration is a confirmation of a prospective participation or denial of participation to a future event. The registration is recorded in the event and is visible in the tab "Participants".

The visibility of the event defines who can register. If the event is public, any person can register. People who are not yet on the participant list are automatically added when they fill the registration form. For all Polaris users who logged-in, the registration form is pre-filled with their personal data. They may be duplicates when users do not login before registration or when people register twice with different names. The Polaris team strongly advises to consider making events non-public (for the sake of GDPR). An e-mail of confirmation with his/her choices is sent to the person. This makes it necessary to login first and eliminates the problem with duplicates.

Each event has a registration deadline.The users may modify or withdraw their registration by this deadline.  While the registration period is active, the organizers (can be multiple), defined in the "General" tab will receive an e-mail for each registration, de-registration or registration change, including all registration options (answers).

For club events, it is possible, before the registration deadline expires, to automatically send reminders  to members who did not register or de-register yet ("no answers").

When the maximum number of participants is reached, registered users are put on a waiting list. They are finally registered, if the current number of participants drops below the maximum. In such case they will receive the final confirmation e-mail.

After the deadline, registration is not possible from the Website. However administrators can still register people on their behalf for that event. Such participants will also receive an e-mail of confirmation.

Registration form

4. Attendance capture

An Attendance is the confirmation of the physical appearance of the participant to an event. The purpose of the attendance capture is to keep track on the effective presence of the participants and of their payments. Attendance is recorded in the event in the tab "Participants".  The capture can be easily performed manually on the form, or by scanning  the QR-code of the participants (see below).

Alternatively, the attendance list can be printed out via "Export" button, signed by the participants and manually entered by an administrator.

This action can be performed by administrators only. A special role "Attendance capture" allows non-administrators, e.g. the rotarian in charge of the welcome, or the restaurant personnel to capture the attendance, but not to perform any other function.

The recording of attendance is possible only on the day of the event or afterwards.

Attendance capture form

Attendance capture with QR-code

The attendance capture can be simplified by scanning the QR-code of the members. The one in charge opens the event on his smartphone and clicks on the "Participants" button in the event detail page. Then he invokes the camera by clicking on the "Scan QR-code" button and starts the scanning process.

The attendees present their personal QR-code either on smartphone or printed on a sticker. The individual QR-code is available on smartphones or tablets by clicking on the blue icon "little man" in the top-right corner, or by invoking the NAVIGATION symbol then MY-SETTINGS. The printed stickers with the QR-codes can be made available by the administrator or printed by the members themselves. For a members missing both his smartphone and his sticker, one can prepare a pre-printed set of all members QR-codes. (See next section)

QR-code scanning is applicable to all members of the club, i.e. to active members + guests + prospects + other contacts, but also to any active rotarian of the same multi-district (CH/FL, resp. France, resp. Belux, etc...)

The QR-code is an encoded representation of the Rotary-ID. No other data is present in the code.

Personal QR-code

6. Event closure

The purpose of the closure is to finalize all transactions related to this event. The presence points are assigned to the attendees and fees are deducted from the financial accounts of the members.

A closed event can be re-opened to correct the attendance. Financial transactions cannot be undone for audit reasons. Compensating reverse transactions are issued in a such case.