Track Attendance

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Event Check-in App & Attendance Tracking

Tracking attendance at your club events helps you understand your audience, strengthen your planning, and even unlock funding opportunities. Using the Event Check-In App (ECIA) and the Event Pass, your club can collect accurate attendance data easily and efficiently.

What is the Event Pass

The Event Pass is a unique QR code tied to each individual on ookslife.ca. This includes NAIT students, staff, and instructors.

  • It is permanent and does not change.
  • It can be:
    • Viewed in your ookslife.ca profile
    • Saved to Apple or Google Wallet
    • Screenshotted for easy access
    • Found in the Ooks Life App by tapping the QR code icon

Every time the Event Pass is scanned, it contributes to a student’s verified Involvement Record.

Why Use Attendance Tracking?

  • Understand your audience: See who’s attending and how your events are growing.
  • Risk management: Maintain accurate records in case of incident follow-up.
  • Student recognition: Each scan contributes to a student’s co-curricular Involvement Record.
  • Better grant applications: Clubs that consistently track attendance may receive preference during grant reviews.
  • Feedback automation: Post-event surveys can be sent automatically to checked-in attendees.
Before the Event: Setup & Preparation

Submit Your Event

All events must be submitted and approved through the Event Submission form on ookslife.ca.

Retrieve Your Event Access Code

  1. Navigate to your event on ookslife.ca.
  2. Click Manage Event.
  3. Find the Event Access Code under the Attendance Tracking section.
  4. Share the code with your check-in volunteers or executives before the event.

Download the Event Check-In App (ECIA)

  • Search for “Campus Labs Event Check-In” in your app store.
  • Log in using your NAIT credentials (same as your ookslife.ca login).

Book Event Check-In Posters

To help students find their Event Pass quickly, Event Check-In Posters with QR codes can be displayed at your event. These posters link directly to the Event Pass page.

  • Reserve your posters in advance through CHEQROOM.
  • Posters must be booked as part of your equipment reservation and picked up from the staging area (O103) like any other item.

Tip: Place these posters near your check-in table or venue entrance for easy access.

During the Event: Check-In Process

Using the Event Check-In App

Once signed in and the event access code is entered, you’ll see the event image and details. You can begin check-ins using one of three methods:

  • Scan: Use your device camera to scan Event Pass QR codes.

  • Search: Search for attendees using their name or @nait.ca email.

  • Attendees: View RSVP lists and attendance status in real-time.

Suggested Script for Attendee Check-In

“Hi! Can I see your Event Pass to check you in? It’s your personal QR code used for event tracking. You can find it by logging in to ookslife.ca and clicking your initials or photo in the top right, then clicking the QR code icon. If you have the Ooks Life App, just tap the QR code icon in the top corner.”

If they need help, assist them in finding their pass. If they’re unable to access it:

  • Tap Search or No Pass? in the app.

  • Enter their @nait.ca email and validate their identity.

  • Select their profile and tap Check In.

Guests and Non-NAIT Attendees

To manually check in a guest:

  1. Tap No Pass? or go to Search.

  2. Select Add Guest.

  3. Enter the guest’s email address and click Validate.

End the Session

When check-ins are complete, tap your profile in the top-left corner of the app and select End Session.

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After the Event: Wrap-Up & Feedback

Post-Event Feedback

If enabled during your Event Submission:

  • Attendees who were checked in will receive a feedback survey link by email.

  • The link is valid for 72 hours.

  • Responses are anonymous and help you improve future events.

Event Check-in Incentive 

Clubs can now earn up to $200 per year by consistently tracking attendance at their events using the Event Check-In App (ECIA). This incentive supports clubs that are building stronger events and deeper engagement through smart attendance tracking.

How to Qualify

Your club can earn a $100 incentive per semester by:

  • Tracking attendance at over 50% of your events using the Event Check-In App

  • Hosting at least 2 events per semester

Maximum potential earnings: $200 per academic year

Important Dates

Fall Semester

  • Timeframe: September 1 – December 31, 2025
  • Incentive awarded: First week of Winter semester

Winter Semester

  • Timeframe: January 1 – March 2, 2026
  • Incentive awarded: By March 15, 2026

See the full details here.

Need Help?

If you need assistance using the Event Check-In App, finding your access code, or setting up your tracking process, you can:

  • Email us at askclubs@nait.ca
  • Book a training session with the NAITSA Campus Clubs team for support tailored to your event.