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Attendance (Registration) for events and meals

Track activity attendance or dining attendance with the web, app or voice.

Table of content

  1. Turning on Registration/Attendance
  2. Waiting List
  3. Manage Attendance on Web
  4. Take attendance on the app
  5. Take attendance on Alexa

Turn on "Registration" (Attendance)

Attendance tracking is on by default for every event and meal, so you can take attendance right away — no setup required.

Registration is a separate toggle. When enabled, residents can register for the event in one of three ways:

  • Neighbors app or web - residents register directly
  • Alexa - Alexa asks the resident if they'd like to attend; a "yes" moves them into the registered column (if this toggle is off, Alexa won't prompt them)
  • Staff web - staff can register residents by moving them from one column to the next

 


Waiting List

Waiting List is available when you're using the service library feature (not simple calendar entries).

The waiting list lets you cap registration at an event's max capacity — once that limit is reached, additional residents are placed on a waiting list, either automatically (in registration order) or manually by staff. You choose which mode fits your workflow. Capacity is set by the max capacity of the event's location/asset.

  • Waiting list off — capacity limits aren't enforced. Residents can register past the max (e.g., 105 registrants for a 100-capacity event), and it's up to staff to manage the overflow.
  • Waiting list on — registration is capped at max capacity; once it's reached, residents can't register and are added to the waiting list instead.

When the waiting list is automated, people are put in a first come, first serve order. E.g., if I am 1st on the waiting list, I will be first to be added to an event if a space opens. In this case, the Registration and Waiting list are not editable.

To make these columns editable, unselect "Automate Waiting List"

You can control the max capacity and waiting list automation in the staff app as well. The staff app works in both portrait and landscape modes. 

Residents are notified when they register for an event or are put on the waiting list. Notifications happen throughout the entire lifecycle of an event.

E.g., if they are moved from the waiting list to the registered list, they will be notified. Notifications happen on Alexa, text and email.

How to take Attendance on the Web

Manage Registrations and Attendance by dragging names to the appropriate column. You can select multiple names at once by using the checkbox and drag multiple residents at once. 

  1. Click the Calendar view
  2. Click the specific event you want to update attendance for
  3. Sort by First, Last or Room #
  4. Select one or multiple and drag to Attended or Declined. Mark their participation level for one or multiple by multi selecting

image-png-Sep-30-2025-12-02-50-3653-AM

Take Attendance on the App

Follow the below steps in the Staff app to take attendance. 

  1. Open the App and click Calendar
  2. For the activity you want to take attendance, slide right to left to open Attendance
  3. Select one or multiple names by tapping. Once tapped, their name will turn green and they will be marked as attended. 
    attendance-staff-app-2

Take Attendance on Alexa

You can take attendance for an event using an Alexa device at the time of the event. 

  • Alexa will only recognize Activities scheduled within 30 minutes of the current time. If it is 30 minutes after the start time of an event, Alexa will not recognize it.
  • Once an activity has been started, Alexa will recognize it for 90 minutes.
  • If you move the start time of an activity that was already "started" by Alexa, it will not recognize the new time.

Watch how to use Alexa to take attendance real-time:

The video below guides you through using an Alexa device in real time to take attendance. Be sure to watch the second video below for the touchscreen approach as well.

Steps to take Attendance on Alexa

Start by enabling the Alexa at your location:
    • You say, "Alexa, open Speak2"
    • Alexa will say "Welcome to the Speak2 Assistant, how can I help you?"
    • You say, "Start activity." You must have an activity scheduled for this feature.
    • Alexa says the name of the upcoming activity(s), for example,"Yoga at 3:00 PM", then "Would you like to start this activity?"
    • If Alexa reads off the wrong Activity name, respond NO and check your calendar in the Speak2.Live portal.
    • If you say YES, Alexa will ask, "Would you like to know who has signed up?"
    • If you say YES, she will read those who registered. If you say NO it will proceed.

    Resident or Staff checking in via Alexa

    • Residents/Staff can tell Alexa, "Alexa, tell everyone [NAME] is here"
    • Alexa will confirm if it recognizes the name and mark the person as attending the event.

If you say “Alexa, tell everyone I’m here” a touch screen to select one or more people at once. 

3. Close the Activity

  • First, say "Alexa, open Speak2", the tell Alexa, "Alexa, close activity."
  • Activities are automatically closed after 90 minutes.

4. You can view and edit attendee information in Speak2 Live or the Staff App

Watch how to take Attendance on the touchscreen on Alexa

You must first "start" the event. This method is best for staff to use during an event.

Download this document for written instructions: Printable Instructions