Customizing the items indicated in the name badge sticker is easy. To customize the name badge design, simply follow these simple steps.

1. If there are overlapping elements on the name badge, there will be a note on the left panel as shown below. If you click on Save, there will be an alert that notifies you that the elements are overlapping.
   
   
   
   
   

1. The font size will be auto-adjusted to fit in the custom field area. 
   
2. The maximum upload size of images are 2MB.
   

Use Cases

Guide To Assign A Table Number To Attendees

 This article will walk through a common use case - assigning table numbers to event attendees.

Create a Registration Form

Click on Create New Form to create a new registration form or click on the edit icon to edit an existing form.

Click "Manage Field" and create new custom field.

Create "Table number" as a new field for the event attendee

A dropdown field is used to display the tables available for the event.

Assign "Table number" on the attendee

 

Choose "Table number" on the badge design

Under In-person Check-in > Name Badge > Attendee Info, select the custom feld "Table number" and edit the placement of the field on the namebadge template. Click Save once the design is done. Click Preview to preview the namebadge design.

Under In-person Check-in > Custom Line, drag and drop the "Table number" custom field that has been created onto either line 1 or line 2. This will help display the table number on the Check-in App when checking-in an attendee. 

Print "Table number" on the badge

The table number assigned to the attendee will be printed on the badge once the custom field is included on the template.

 

Show "Table number" when scanning e-ticket

When scanning the e-ticket for the attendee, the Table no: 2 will be also shown.

 

Show "Table number" on the Check-in App attendee list

Indicate the "Table number" field to show on the attendee list

On the Check-in App, "Table no: 2" will be shown on John Doe

 

Enable the "Table number" shown on the Event WebApp

To enable the "Table number" field on the attendee profile setting

On the Event WebApp, the "Table number" field will be shown after clicking to the attendee details.

 

Kiosk mode

Allow attendee to check the table number by Kiosk mode. This is a self serve setup, allow attendee to check the table number on their own.

Assigning A Number To Attendees & Bulk Updating Attendee List

Turning On/Off Auto Namebadge Printing 

On the printer connection page 

1. Click on the printer icon. 
   
   
   
2. Toggle on/off Automate Badge Printing.
    

When using the QR Code scanner

1. Toggle on/off Automate Badge Printing.
   
   

Article Guide

Login Steps

 (iPad only)

https://apps.apple.com/us/app/eventx-check-in/id1589358447

 

https://play.google.com/store/apps/details?id=io.eventx.esaas.checkin&hl=en&gl=US

Software requirement

1. The devices for installing the EventX Check-in App require iOS 14+ or Android 10+.
   
2. Please ensure that your Check-in App is updated to the latest version to enjoy the latest features covered in this article.
3. EventX recommends to only use Android Tablet or iPads to install the Check-in App. We do not recommend using mobile devices due to UX restrictions although it can be downloaded on Android devices. 
4. NOT available on Mainland China market store, like HUAWEI, 应用宝, XIAOMI, VIVO, OPPO, etc.

2. Open The App

Functions and Features

• Attended: Number of attendees who have attended the event with the check-in time record.
  
• Not Attended: Number of attendees who haven’t shown up at the event yet. And no check-in time is recorded.
• At the Venue: Number of attendees who are still at the event venue with the checked-in time as the latest record.
  
• Checked-out: Number of attendees who have left the event venue with the checked-out time as the last record.
  

Note:

1. If the organiser/entrance staff do not record the Check-out activities, the Checked-out number will be 0.
2. If the organiser/entrance staff allows Checked-in anyway and keeps multiple check-in records, the number of attendees shown under Attended and At the Venue will still count as 1 attendee but not the multiple checked-in records.
   
3. Translation only supports 4 languages (English/Korean/Simple Chinese/Traditional Chinese), and NOT able to switch language on iPad.

• Green Check: Represents the attendee is At the Venue.
• Gray Check: Represents the attendee who has checked out, not at the venue right now. (if the organiser/entrance staff has logged the check-out activities)
• Block Sign: Represents the attendee has been blocked by the organizer.
  

• the check-in status, OR
• the Filter by different option fields (those fields are created by either registration form or importing)

and the attendee list on the right-hand side will reflect the selected condition and show the attendees accordingly.

Note: NOT support "AND" logic

To check if the attendee QR Code was successfully scanned, you may tap on Scanned History on the top right corner.

Note: If an attendee has already checked in previously, a reminder of "Previously Checked-in" will be shown. Organiser have the option to allow Check-in anyway to record a new check-in time without a check-out record.

Note: You can also change the attendee status to the following by clicking on the tick icon:

• Check in anyway: The attendee has a last Check-in time record already, and Organiser still need to log a new Check-in time record, aka allowing Re-entry to the event;
• Check out: To measure the duration of the attendees staying at the event/breakout session, the Organiser will need to click Check-out of an attendee OR switch to Check-out mode in QR code scanning tab;
• Undo the Last Check-in: In case there are testing check-in records, Organiser can Undo the last Check-in, so to proceed the next check-in action again if needed. 

1. Other than searching by attendee name, you can also search default fields such as the job title, organization, email address, mobile number, city and country. For custom field search, only Short Text and Long Text fields can be searched. 
   
   
   
   
2. Our search feature supports searching mobile numbers with and without the area code. 

1. No validation is needed for the country code and mobile number when changing the attendee's phone number. 

1. For organizers who are hosting events that span across multiple days and would like to have daily check-in, simply create the necessary number of breakout sessions and assign the respective attendees into each session. 
   
1. To view the daily attendance of the attendees, simply click on the "Attended" filter for the particular breakout session. 
   
2. Please refer to this article for more details on the mentioned use case.
   

1. Latest Check-in Time
   
2. Name A-Z
   
3. Created date and time for the attendee

1. Before bulk printing a batch of attendees, ensure that the correct session / filter is selected. 
   
   
   
   
   
2. Organizers can bulk pre-print the namebadges by clicking on Bulk Printing. 
   
   
   
3. Once Bulk Print is clicked, there will be a pop-up message to confirm if you would like to proceed with the printing. The number of namebadges to be printed will be shown. 
   
   
   
4. By clicking Confirm, the printing progress will be shown. To pause the printing, simply click on the pause icon. 
   
   

1. To pre-print selected attendees, simply click on the attendee name to access the attendee profile. Next, click on the print icon to print the namebadge. 
   

Error Messages 

1. When using the Check-in App to scan attendee QR Codes, certain scenarios will trigger different error messages. Please refer to this article for more information regarding the error messages on the Check-in App. 
   
   

Limitations

1. The app does NOT support searching by custom fields. 
   
2. Stress test completed on 10k attendees, 50 sessions, 10 custom fields, 10 tickets. This is the supported event size for the Check-in App.
3. The app does NOT support full text search, currently the app only supports fuzzy search. For example, if you input "apple boy", the search will return apple boy cat and cat apple boy.  It can't return boy apple or boy cat apple. 
   
4. The Bulk Print feature only supports printing a maximum of 200 attendees at one go.
5. The app does NOT support walk in OCR.
   

FAQ

1. What is the refresh frequency of the check-in app? 
   
1. Answer : 20 seconds

Custom QR Code For Check-in

To customize the information below each attendee name on the check-in app, organizers can utilize the Custom Line feature under In-person Check-in. In order to select the fields to be included, simply drag & drop accordingly.

 

Supported fields on custom lines on Check-in App

1. name
2. email
3. phone
4. jobTitle
5. organization
6. country
7. city

1. tickets

1. Short text
2. Long text
3. Single choice question
4. Multiple choice question
5. Dropdown question

Group will be deprecated in the future, as it is currently acting as the transition handling for data sync from 1.0 to 2.0. It is still available to display in the custom line.

1. Group name
    

Not supported fields on custom line on Check-in App

1. Consent question

1. Tag name
   
   

Limitation

Only the custom fields created in the default registration form will be availble on the custom line when multiple registration form are created. If you would like to show other form's custom fields in the custom line, you will have to change the default registration form.

1. Create the desired number of breakout sessions under In-person Check-in on the organizer portal. Click Add Session to add a new breakout session.
   For example, if the event is 3 days, create 3 breakout sessions and name them accordingly. 
   
   
   
2. Input the session name and set the period that the session will be valid for. Once done, click Create & Next.
   
   
   
3. Select the participants that will be in the breakout session and click Save once done. 
   
   
1. All participants : All attendees on the attendee list will be listed in the breakout session. 
   
2. Attendees with specific criteria 
   
1. Select Criteria - Organizers can select the attendees based on the custom field questions and ticket type. They cannot be selected based on the Tags assigned.  
   
2. Manually Select Attendee - Organizers can select the attendee by selecting them one by one.
   
   
4. In the Check-in App, select the created breakout session under Sessions Reception to check-in the attendees accordingly. 
   
   
   
5. To view the number of attendees that have been checked-in to the breakout session, click on the Attended filter.
   Note: Please ensure that you are in the right breakout session by checking on the name indicated next to Sessions.