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Quick-Start Guide

This page walks you through the minimum steps required to start using the TravelSoc Check-In system as an administrator.

1. Sign In

  1. Open the admin portal in your browser – the link is usually something like https://travelsoc-checkin.yourdomain.com.
  2. Click "Sign in with Microsoft".
  3. Use your university credentials. Only committee members that have been granted Admin rights can access the dashboard.

Can't sign in? Ask an existing Admin to add you via Settings → Committee Members.

2. Create a Trip

  1. In the top navigation bar choose Trips. You will see a list of upcoming and past trips.
  2. Click Add New Trip.
  3. Fill in: • Trip Name – e.g. "Oxford Day Trip". • Date – DD/MM/YYYY. • WhatsApp Group ID (optional) – paste the numeric group ID to automatically invite participants.
  4. Press Add Trip. The trip now appears in the list.

3. Import Participants (Spreadsheet)

  1. Click the trip you just created → Import Participants.
  2. Select your spreadsheet (XLSX) containing the two mandatory columns:
Column A Column B
Student ID Name
  1. Upload – you will see a green success banner. Each row creates (or updates) a user record and a ticket for the chosen trip.

Emails containing QR tickets are automatically sent if the user already has their e-mail, phone number and emergency contact on file.

  1. From the trip page click Generate Scanning Link.
  2. A one-hour secure URL is generated – copy it and share it with volunteers.
  3. Volunteers do not need admin accounts; the link only grants access to the scanner.

5. Check-In on the Day

  1. Open the scanning link on any smartphone. The first time you may be asked for camera permission – tap Allow.
  2. Point the camera at a participant's QR code (print-out or on phone).
  3. The screen flashes green on success and records the attendance in real time.

6. Monitor Attendance

Back on the trip page you can refresh statistics to see:

  • Total participants
  • Morning check-ins
  • Afternoon check-ins
  • People who scanned in the morning but not in the afternoon

7. Wrap-Up

When the trip is over you can:

  • Export Participants for SU – generates a SU-compliant CSV.
  • Review Transfers that happened.
  • Delete Trip once all reporting is complete.

You are now ready to operate TravelSoc Check-In! Continue reading for detailed guides and best practices.