This article is designed to give you the details on running recruitment events while taking advantage of the features we offer.
Getting Recruits into the system
There are 3 ways to do this:
1. Through the public sign up link (the best way)
You can share a public link, hosted by PYLI to send out year round. This will allow anyone interested in your organization the ability to sign up and setup a profile that you can track. They can also visit this url throughout their recruitment journey anytime to update their information, answer custom questions you define, and add a profile photo.
You can get your custom public sign up link here: https://pyli.app/admin/recruitment/registration
2. Manually
You can always add a recruit manually if you have all of your information handy.
This can be done here: https://pyli.app/admin/recruitment/results
3. During Event Check In
(see "Tracking Attendance" for more information on how check in works) PYLI can identify recruits who are unknown the first time they attempt to check in via their phone number.
If the recruit already exists in the system when attempting to check in, they will be given the opportunity to verify their information before checking in.
If the recruit has not visited before and attempts to check in they will be presented with screens similar to the public sign up link with an opportunity to check in at the end.
Tracking Attendance
PYLI can keep track of members and recruits easily. This allows you to see when recruits have visited your events (even across different time periods) as well as track member attendance and give members incentives automatically for checking in such as additional recruitment voting privileges.
From the registration tab under recruitment (https://pyli.app/admin/recruitment/registration) you can create sessions to track attendance on. Each session should be a unique event. Each recruit and brother will only be able to check into a session one time.
Once a session is created, you can tie member and recruit attendance to that session.
There are 3 ways to track attendance:
1. Kiosk & QR Code Mode (most popular)
This requires a single laptop be set up at your event.
From the Registration tab, click the "Open Check In" button on the laptop at your event. You will be presented with a page that looks like this:
From here it's recommended that you put your browser into full screen mode. Both recruits and brothers can check in by simply typing their phone number, or scanning the QR code and completing this process on their own device.
New phone numbers will be presented with an opportunity to verify their number with a code texted to them via PYLI. If they don't get the code in time they can bypass this step temporarily and do it again next time.
USB Devices
If your organization has membership cards and a card reader (e.g. student ID cards with a magnetic stripe) PYLI will allow you to save that into their profile for use during check in on this screen. If ID card data is saved, and you have a USB device for capturing it this can be a fast way to check in your members. If you need inspiration feel free to reach out to us for assistance implementing something like this.
Member Check In
Because PYLI knows all about your members already, check in by members just results in a confirmation message:
Returning to home returns the kiosk back to the original state, ready to accept the next phone number.
Recruit Check In
When a recruit checks in, PYLI will gather the needed information before proceeding with the check in.
If the recruit is new to your organization this will include asking all configured questions and collecting a photo (configurable)
If the recruit is returning, they will be presented with a simple confirmation screen for checking them in. They will have the opportunity to update any out of date information or their photo if needed:
After confirming the check in they will be presented with a similar back to home button as your members:
2. Remotely through a unique check in link
NOTE: this is the same link encoded into the QR code during the last screen.
Before using a remote check in link, make sure that you enable it under the registration tab:
Recruit Check In
This works largely the same way as the above Kiosk mode but requires that the user signing in enter the verification code texted by PYLI to proceed.
Member Check In
Members will be presented with a PYLI login screen after entering their phone number and can log in using their PYLI account credentials. Once signed in, their check in will be automatically counted. If they are already signed in this happens immediately:
They will be presented with their recent attendance to all recruitment events to verify everything looks correct.
3. Manually
If you already have everyone's information collected and just want a quick "check the box" method for counting attendance, or you need to adjust someone's incorrect attendance, you can do this from the Attendance tab under recruitment: https://pyli.app/admin/recruitment/attendance
Here you can manually add and remove check ins, or quickly see the status of anyone in the system - member or recruit.
Customizing Settings
Custom Questions
You can customize what PYLI asks recruits by adding a survey and linking it to the recruitment tab. The questions in any enabled surveys will be sourced to all check in/sign up screens, and all data will be presented throughout the system and can be exported via the survey's results.
You can attach surveys here: https://pyli.app/admin/recruitment/questions
Just make sure that any survey attached hasn't expired and is enabled.
Voting and other settings
You can find just about every other setting for customizing the recruitment system, including voting rules, on the settings tab: https://pyli.app/admin/recruitment/settings
Communicating With Recruits
Sending a message to a group of recruits is as simple as checking off the ones you'd like to send to, and clicking the orange E-mail button on top. This can be done here: https://pyli.app/admin/recruitment/results
You can also perform other actions:
- Invite to an event - this will ask the recruit to RSVP, and indicate the status on this screen when they respond
- Text - Send an SMS message
- E-mail - Send an E-mail
- Convert - Convert this recruit to a PYLI account in your organization automatically (this deletes them as a recruit)
- Archive - when the recruitment period is over and you want to clear the list of recruits. Don't worry, if they get archived and come back, PYLI will unarchive them automatically.
Voting on Recruits
Voting can be enabled from the main screen:
This allows members to submit votes on recruits based on the rules defined in the settings tab. The results of this vote will be displayed on this page.
Anonymous Commenting/Discussion
PYLI allows for anonymous comments on recruits made by members. As an optional setting under settings, you can make it so that members can see other comments left on that recruit and have an anonymous conversation via PYLI without revealing their identity.
Regardless of the setting, all comments will appear on this screen under that recruits profile in the comments tab for review.