Onsite Check-in

Onsite Check-in

This article will summarize the necessary items to take note of when an event involves on-site check-in. 

Namebadge Design

Please refer to this article for more information on designing namebadges. 

Recommended WiFi Speed

For check-in and namebadge printing, the recommended WiFi speed is 50Mbps.

Hardware Setup

Video Guide

  1. For a video guide on hardware setup, please refer to this link.

Brother Printer Setup Guide 

To set up a Brother printer, please refer to this article.

Zebra Printer Setup Guide

To setup a Zebra printer, please refer to this article.

Check-in App 

Video Guide

  1. To view a recording on the check-in app, please view this video.

Login Steps

Under In-person Check-in on the portal page 

1. Download the App

 (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. NOT available on Mainland China market store, like HUAWEI, 应用宝, XIAOMI, VIVO, OPPO, etc.
2. Open The App



3. Scan the QR Code

Under In-person Check-in on the portal page, go to the Tutorial tab and scan the QR Code shown under step 3 to access your attendee list. 





4. Take Attendance



Functions and Features

Viewing Real-time Event Statistics

Knowing the on-site real-time data is critical to the event organiser as they may need to share the status with different related parties or managers. The EventX check-in app allows the organiser and entrance check-in staff to view the real-time status of the check-in data.

On the check-in app, there are sections on the left-hand side to reflect the event status:

  • 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 did not Check-out any attendees, the Checked-out number will be 0.
  2. If the organiser/entrance staff allows Check-in anyway and allows multiple check-ins for each attendee, the number of attendees shown under Attended and At the Venue will still count as 1 attendee.

Identifying Attendee Status

Next to the attendee name, there are 2 colour indicators to help you understand the check-in status of the attendees:

  • 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.



Filtering Attendees

You can filter the attendees by:
  • The check-in status.
  • Different custom fields.
Remarks
  1. Only custom fields such as Multiple Choice, Single Choice and Dropdown will be shown under the Filter View section.
  2. Organizers cannot filter or sear the attendees based on Tags.


Once the filter has been selected, there will be a red line on the left of the filter to highlight the selected filter. There will also be the attendee count indicating how many attendees are within the filter. 



Check-in by QR Code scanning

To scan the attendee Check-in QR Code, click on the red icon as shown in the screenshot below. 


Once clicked, simply place the Check-in QR Code in front of the camera to check-in the attendee.



To reflect on the session that has been selected for check-in, the session name will appear on the top left corner of the QR code scanner. In order to switch the session, simply click on it. 


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. Organisers have the option to allow Check-in anyway to record a new check-in time without a check-out record.

 

Remarks 

Organizers can also change the attendee status to:
  • Check in anyway: Even if the attendee has an existing last Check-in time record, and Organiser still need to log a new Check-in time record, this can be used for cases where the organizer is allowing Re-entry to the event. 
  • Check out: Useful to measure the duration that the attendees stay at an event/breakout session. Checking-out an attendee means that the attendee has left the event venue.
  • Undo the Last Check-in: Useful for cases where the wrong attendee has been checked-in. Organizers can undo the last check-in by clicking on the tick icon next to the attendee name.  



Organizers can search for the attendee name, email, job title, mobile number, short and long text custom fields. Once searched, click on the tick icon to check-in the attendee. The tick icon will turn green to indicate that the attendee has been successfully checked-in. 

If there is any badge printing, the badge will be printed instantly once the attendee is checked-in. 

 

Walk-in

Walk-in attendees are attendees who did not register for the event but showed up on-site. To check-in a walk-in attendee, click on + WALK IN and fill the walk-in form. Once done, click Submit and the attendee will be checked-in. If there is namebadge printing, the badge will be printed instantly. 


Remarks
  1. The walk-in form does not support any form of payment. 
  2. The walk-in form fields need to be edited on the portal under In-person Check-in > Walk-in Form Fields 


  3. The walk-in fields are based on the questions on the registration form. To include/exclude the fields from the walk-in form, toggle on/off the fields under the Include section.


  4. The walk-in form fields can be made optional/compulsory by toggling the fields on/off under the Required section. 


To filter the attendees by walk-in, click on the edit icon next to Filter. Once a right panel pops up, select Source. Then on the left panel, select Walk-in.








Manage the attendee profile

Organizers can edit/update an attendee's profile by clicking on the attendee name and then clicking the "Edit" button. Once changes are made, click Save.  

 



Check-in Breakout Sessions

If you have set up any breakout sessions on the organiser portal, you can switch to the specific sessions to start measuring the attendance of each session on the Check-in App. To do so, click on Sessions Reception and you can now switch to the respective session.




Use case:
  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.

Kiosk mode (Self-Check-in)

Under the Settings page, select Kiosk mode. The check-in app's kiosk mode configures the device to only run the check-in application as a dedicated station for self-check-in. Attendees can show the QR code to the Check-in App front camera and it will check-in the attendees automatically.



Sorting

Note: For more information on attendee sorting, please refer to this article.

Organizers can sort the attendees based on the mentioned criteria shown below. 



Pre-printing

Bulk Printing 
The Bulk Print feature allows attendees to print a maximum of 200 namebadges at one go. In order to start bulk printing, please select the correct session / filter that you would like to bulk print. Please follow the steps below:
  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. 


Pre-printing Selected Attendees
  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. Users cannot edit the ticket type of an attendee on the Check-in App.
  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. NOT support on full text search, currently just support fuzzy search, for example, input apple boy can meet apple boy cat and cat apple boy , but cannot meet boy apple or boy cat apple.
  4. The Bulk Print feature only supports printing a maximum of 200 attendees at one go.
  5. The Check-in App does not support walk-in OCR.

Custom QR Code For Check-in

EventX 2.0 supports scanning 3rd party QR codes. Organisers can import 3rd party attendee QR code strings (eg. Eventbrite attendee QR code, or internal attendee QR code, etc) into the EventX platform and the Check-in App will be able to scan & identify the attendees.

You can name the CSV column header to:
Custom Check In Token [customCheckInToken]

Then, the EventX Check-in App will able to recognise this 3rd party QR code and identify the corresponding attendee.

Screenshot 2023-09-25 at 10.33.59 AM.png

Limitation

  1. The custom QR code string needs to be unique for each attendee in each event.

Check-in App Error Messages

When using the Check-in App to scan attendee QR Codes, certain scenarios will trigger different error messages to notify the user on the current status of an attendee or the reason for the error. The list below states the scenario and the corresponding pop-up message in the check-in app. 

Scenario 
Pop-up Message
Attendee has been blocked by the organizer. 
Sorry this attendee has been blocked, please contact organiser.
Attendee cannot be found in the attendee list.
Sorry, this attendee is not inside attendee list, please double check again
Attendee cannot be found in the breakout session.
Sorry, this attendee is not permitted to this session, please double check again.
User tries to check-out an attendee with no check-in record.
Sorry, this attendee is not yet check in, you cannot proceed to checkout directly.
User tries to scan an invalid QR Code using check-in app. 
Sorry, this QR Code is not compatible with EventX system, please use the valid QR Code.
User tries to scan a test namebadge QR Code. 
Testing badge scanned, please check-in with attendee QR Code.
There is an unknown error that has occured.
Sorry, unknown error occured
Attendee has been removed from the attendee list.
Sorry, this attendee record has been removed, please check with organiser.

Display Custom Lines On Check-in App 

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 

  1. Basic field
    1. name 
    2. email
    3. phone
    4. jobTitle
    5. organization
    6. country
    7. city 
  2. Ticket type
  3. Custom fields 
    1. Short text
    2. Long text
    3. Single choice questions
    4. Multiple choice questions 
    5. Dropdown questions 
  4. Tags

Not supported fields on custom line on Check-in App

  1. Consent question

Use Cases

How To View Daily Attendance On EventX Check-in App

For events that span across multiple days, the organizer might want to have a daily check-in procedure to record attendance. This can be done by following the steps detailed below: 
  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 question responses, ticket type and tags. 
      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 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.



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