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Run a graduation or congregation

Import graduands, open the confirmation portal, plan sessions, seat everyone, and send guest tickets.

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Create the congregation

In Institutions, create a congregation: graduation or matriculation, its title and academic year, the last day to confirm or dispute, the gown sizes and hoods on offer, and where graduands can get help.

Import the graduand list

  1. Open Import, and paste from Excel or Google Sheets, or upload a CSV.
  2. Columns are index number, full name, programme, class, college, phone, email and session. Headings are matched for you.
  3. Each graduand needs an index number, a name, and a phone or email.
  4. Check Ready to import and Will be skipped, then import. Duplicates are skipped, never overwritten.

Plan the sessions

Each session has a time, a venue, graduand seats and a number of guests per graduand (up to 20). You can offer extra guest tickets, first come first served, while seats remain. Once a session exists, its Seating tab draws the hall and gives everyone a seat: see Seat a congregation in a hall.

Open the portal

Opening the congregation puts the portal live. Graduands sign in with their index number and the phone or email on the list, and type a 6-digit code. Then they confirm their record and choose a gown size and hood, or dispute it: name spelling, programme, class, session or something else.

Disputes wait in Disputes. Resolve one with a correction, or reject it, with a reply the graduand reads.

Tickets and the day

  • Tickets go out by SMS and email when a graduand is cleared, and they name each guest on their ticket page.
  • Staff can resend tickets, withdraw or restore a graduand, or move them to another session, which issues new tickets.
  • Regalia shows gown stock per size against what was chosen, the shortfall, and what was handed out and returned. It's also where you sell gowns: see Sell and hand out gowns.
  • Notices go to everyone or one session, by SMS and email.
  • Gates scan these tickets like any event, offline included.
  • Graduands find their place with Find my seat, and Reports gives you the name-reading order and who didn't come.

Closing the congregation makes the list final. Tickets keep working.

Ready to try it?

Sign in to the console with a code sent to your phone or email. The first code creates your account.

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