Signal
Before VZO, UCF’s staff checked in thousands of students by hand. Long lines, Wi-Fi delays, and manual data entry made accuracy difficult and consumed staff energy. Each season, about 4.3 percent of attendees required accommodations, and confirmation emails went out only three days before orientation, leaving students and families anxious and staff exhausted.
System
Using VZO’s Checkpoints, UCF built a self-check-in process that empowers students to scan QR codes and mark attendance throughout the day. Morning and academic checkpoints provide a clear “checks and balances” record for attendance, giving campus partners accurate data instantly.
To improve accessibility communication, UCF added trigger-based accommodation emails. When a student or family member selects an accommodation in the reservation form, VZO automatically sends a customized confirmation with next steps and campus resources such as Student Accessibility Services. Students and families now receive this information immediately instead of waiting until the event week.
Outcome
Students walk into orientation without standing in lines, and staff monitor real-time attendance across all sessions. The process saves hours each event, reduces errors, and builds accountability between students and colleges. Automated communication eliminated hundreds of manual emails per season, allowing graduate staff to focus on professional growth and connection.
UCF’s accurate data sharing with academic partners improved collaboration and planning for future sessions. The team’s focus shifted from administrative repetition to student engagement and energy management.
AI Bridge
UCF’s multi-checkpoint model is influencing new Insight Agents in VZOS that detect behavior gaps between reservation and attendance. These agents will send instant nudges when engagement drops, helping campuses identify at-risk students and reduce melt in real time.
