How to set up check-in by room?

If you have an event with sessions in various rooms, the Check-in App also allows you to manage them all.

Available for these licences:

Access Enterprise

Suite Enterprise

The Check-in Meetmaps App, in addition to managing the overall access and capacity of the event, also allows you to manage the access and capacity of individual rooms. You can obtain specific metrics for each room and have an updated list showing the attendees who have accessed them.

Configuration

If you haven't created the rooms yet, you need to create them first in App & Web > Agenda🗒️ and link the sessions to each of the created rooms.

The article 👉 "How to set up the agenda by room" guides you step-by-step through the configuration of this section.

⏪ To recap, the article 👉 "What is the check-in section and how is it configured?" explains all the initial steps in setting up the Check-in section.

⚠️ Keep in mind that the Enable room check-in switch must be turned on.

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And the Check-in App Guide shows you how the app works and how to perform the check-in.

How the check-in App works

1. Log in to the Check-in App and select the event for which you will conduct the check-in.

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2. In the "Rooms" section select the session of the room where you want to conduct the check-in.

3. Once you have selected the session of the room you want to scan, you see a screen similar to the general event screen, but with the room at the top.

If you click on the black round button 🔘 at the bottom of the screen, the camera of your mobile device will open to scan the QR codes. You can also search manually by first and last name.

NOTE 🗒️:

All those attending the event will appear and, in yellow 🌕, those who are registered in this room/workshop-type session.
Each time a session ends, you will need to manually switch it to the next session.

4. From here, follow the Check-in App Guide to learn how to switch to check-out mode or manually accredit attendees.

IMPORTANT ❗

What happens if you have room check-in and assign rooms to workshop-type agenda sessions, with a limit on registered participants?

Let's give an example so that it is better understood.

We created a workshop session of 30 participants maximum: "AI manipulation workshop".
+ info 👉 What are Workshop agenda sessions and how do they work?

We created Room A with a capacity of 20 attendees.
I assign the agenda session "AI manipulation workshop" to Room A.

In this case:

30 participants can register for the "AI Manipulation Workshop".
When checking in in Room A, only the first 20 attendees or with a capacity of 20 (if there is check-out) will be able to enter. The check-in App will give an error since the maximum capacity of Room A is 20.

EXPORTS 🔢 : You can export the list of attendees for each session, including: scanner, date, time, whether it’s In or Out, room, session, attendee’s name, and email.

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