Session check-in (App)

This article explains how you can set up the check-in for sessions and how this feature can be optimally used.

How to set it up

Create a host account

When Badge Printing is used:

1. Discuss with your consultant what the amount of host accounts is that you will be needing. Your consultant can add the host accounts in the following way;

   1. In the Admin Panel menu, hover to Settings > Badge printing plan

   2. Click ‘Badge printing equipment’ and fill in the amount of host accounts needed under ‘Additional Login QR Codes (For Hosts)'

   3. The host accounts will be added under Users > Organisers & Hosts

When Badge Printing is not used:

1. In the Admin Panel menu, hover to Users > All users

2. Click + New user

3. Enter an appropriate name for this account in the ‘First name’ section, e.g. ‘Host Account breakout room 1’

4. Under the ‘Settings’ tab, select ‘Organisation / Host’ under ‘Type’

5. You see that the ‘Restrict scanning to this location’ field popped up. Select the correct location.

Restrict a Host Account to a location for optimal use

Optionally, a Host Account can be restricted to a single location. By default, every Host Account can scan attendees for all available sessions. When a location is assigned, the Host Account will only see sessions taking place at that location in the Organiser Tools. This reduces the risk of attendees being checked into the wrong session. A host account can only be linked to 1 location at a time but multiple hosts can be linked to the same location.

To assign a location:

1. Open the Admin Panel.

2. Go to Users.

3. Search for the Host Account.

4. Click the Edit (pencil) icon.

5. Open the Settings tab.

6. Under Restrict scanning to this location, select a maximum of one location.

7. Save the changes.

Make sure your locations have been added via Content > Locations

Setup scanning purpose

1. In the Admin Panel menu, hover Settings > App settings > Registered sessions

2. Select the desired scanning purpose

Scanning purpose	What does it do?
Registration. Everyone can join the programme and scanning is just to see who is there	Signing up for sessions is not necessary. Check-in is only used to record who showed up, everyone may join the session without sign-up check or capacity limit
Hybrid. Everyone can join if there is room left.	This is meant for sessions where a maximum number of spots have been set. Users that have registered for the session get priority and their spot will be saved, but non-registered users can also be checked-in to the session as long as the capacity hasn't been reached.
Verification. Only people who have subscribed to the registered session can join.	If a non-registered user get's checked-in, they will get rejected and are not allowed to enter the session.
Speed. Registers attendees with minimal checks (no access control) and without waiting for the result, so scanning stays fast even on a poor connection. (Only working on iOS devices)	Check-in logs the user as attended immediately without any system check, which is useful for high-traffic entrances.

How to check in users

There are two options for users to be checked in for a session. Either speakers, admins and hosts check them in by scanning their QR-code or the session QR-code can be scanned by an attendee to check him or herself in.

Check-in by a host

Step by step guide

1. Login to your app using your own mobile phone or a rented iPhone

2. Navigate to the Menu > Organiser tools > Scan registered session attendees

3. Select the session that you want to check in the user for.

4. The QR-code scanner will open and you are now able to scan the QR-code of attendees. After the QR-code is scanned, the attendee is checked in for the session.

Session visibility

• A session becomes available 15 minutes before its start time

• A session disappears from the list once it has ended

• If the Host Account is linked to a location, only sessions at that location are shown

Self check-in

First, make sure this setting is enabled. You can do so by following these steps:

1. Go to 'Settings' -> 'App settings'

2. Click in the left menu on 'Self check-in service settings (App)'

3. Enable the setting 'Enable self check-in'

4. Save the changes.

Users can also check themselves in by scanning the session QR code. The session QR codes can be downloaded as follows.

1. Hover over 'Content' and click on 'Programme'.

2. Click on 'Actions' and select 'Export QR codes'.

1. An online PDF file including all QR codes of the sessions will be opened and can be downloaded.

1. Attendees can scan the QR code with the QR scanner in the app and this will check them in for the session.

Monitor attendance

In the Admin Panel, navigate to: Content → Programme. The Attendance column displays, in real time, how many attendees have been checked into each session.

You can also export programme attendance data. The export includes:

• Which attendees were checked into each session;

• The exact check-in time for each attendee.

This data can be used for post-event reporting and attendance analysis.