Check-in App

Here is a step by step checklist of what you need to consider for using the check-in app product.

Physical Event

Pre-Event

1. Activate the Check-in App

Providing you have an appropriate check-in app licence, simply click on the check-in app product to activate it within that event.

2. Requesting your Check-In App (Standalone Servers only)

If your platform is stored on its own server, you will need to request your check-in app either via your project manager or the Help Centre.

3. Adding User Accounts

Make sure your desired check-in app users have a user account created within your platform. This doesn’t have to be a real user/email. For example, you may decide to have 3 generic users [email protected] // [email protected] // [email protected].

4. Assign Users to the Check-In App

Once the user account has been created, add the desired user to the check-in app. If you are not assigned to the app, you can’t log in and use it.

5. Selecting Private Data

Based on your registration questions, select which info you want to be displayed when a user's QR code is scanned. This info is also shown in the event app within the user’s personal profile.

6. Activating the Check-In App

Your project manager or Help Centre assistant will add the check-in app download links into the check-in app settings menu. Once in place make sure the status is set to active (this is the default setting).

7. Downloading and Accessing the Check-In App

Once you have downloaded the check-in app onto your device, you’ll need to log in with the same details added in step 4.

During the Event

1. Using the Check-In App

Select the required check-in function: event/session/add on.

2. Confirming Entry or Exit - Manual

Search and select the Attendee from the Attendee list and then select IN or OUT depending on their current status.

3. Confirming Entry or Exit - QR Scan

Select the QR reader and then scan the badge, ticket or event app QR and then select IN or OUT depending on their current status.

Post Event

1. Checking Attendee Numbers

Via the Dashboard, you can check the analytics. It is advisable to refresh your check-in app periodically. If you are not connected to a data carrier or Wi-Fi at the time of data capture, when you do connect the analytics will be updated accordingly.

2. Checking Session Numbers

Session check-ins will be accessed via CONTENT -> Agenda -> Management -> Confirmed Attendees.

Best Practices

• Do some testing of check-ins and check-outs before your event. You can confirm test entries since everything is time-stamped within the reports.

• Plan out the logistics of the check-in and check-out process of your physical event. Designate specific entry/exit points within the venue where your staff will track the flow of attendees using the check-in app.

• The more helping hands you have on the day of the event, the better. You can create as many users as you want for staff members who will use the check-in app.

• Communicate to attendees before the event that they need to come to the event with their QR code in hand (may this be from the event ticket, badge, or event app).

• Train all your staff members on how to use the check-in app properly. If someone does not have a QR code, they can always look for a name manually via the search bar.

Virtual Event

Pre-Event

1. Activate the Check-In App

Providing you have an appropriate check-in app licence, simply clickon the check-in app product to activate it within that event. If it doesn’t activate, contact your project manager, Help Centre or sales executive.

2. Adding Auto Check-In for Event Attendance

Design and build your web page making sure you include the AUTO-CHECKIN module on your home page. Once added, configure the auto check-in module via Choose check-in mode and select Event Check-in.

3. Adding Auto Check-In for Session Attendance

Create a web page per online session. Add the AUTO-CHECKIN module to each page. In Choose check-in mode select Session Check-in, and then select the name of the session that will be running on that page.

4. Adding the Online Sessions Module

The ONLINE SESSIONS module will automatically track attendee clicks, you do not need to add the AUTO-CHECKIN module if you are using the ONLINE SESSIONS module.

Post Event

1. Downloading the Data

Reporting for website check-ins is accessed the same way as the check-in app. Event check-ins will be in the Dashboard of the CHECKIN APP product. Session check-ins will be accessed via CONTENT -> Agenda -> Management -> Confirmed Attendees.

Best Practices

• Make sure to review that all sessions and the entire event is being tracked properly by the AUTO-CHECKIN module. Check-ins or check-outs are all time-stamped in the reports. Do some testing before your event.

• It is recommendable that you make sessions available only for registered attendees. The AUTO-CHECKIN module can only track logged in users of the platform.