Check in
      Back to home
      1. Knowledge Base
      2. Registration & Access control
      3. Check in

      How to set up check-in by rooms?

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

      Available for these licenses:

      Logo meetmaps Access Enterprise

      Logo meetmaps Suite Enterprise

      The Check-in Meetmaps App not only manages overall event access and capacity but also tracks access and capacity for individual rooms, providing specific metrics and real-time lists of attendees who enter each room.

      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 Rooms section of the article👉 What is the Agenda section? guides you step-by-step through the configuration of this section.
      NOTE🗒️: The Check-in section initial steps are detailed here +info 👉 What is the check-in section??

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

      Screenshot_21-11-2025_12251_admin.meetmaps.com

      Step-by Step

      1. Log in to the Check-in App and select the event for which you will conduct the check-in.
       
                 IMG_5127  IMG_5327
         
      2. In the "Rooms" section, select the session/room where you want to conduct the check-in.
         IMG_5328-1 IMG_5329
      3. Attendees with a gray status are not registered for the room. Attendees with a yellow status are registered in that room. You can filter the list by clicking on All or Registered.
       
                                                      IMG_5330
      4. Click the round black button 🔘 to open the camera and start scanning QR codes. You can also do this manually by swiping right on an attendee's row.
       
      IMG_5331  IMG_5332 

      IMPORTANT❗ If instead of swiping right, you click on the attendee, this other screen will appear, and you would be doing the general check-in to the event NOT into the room.

      IMG_5333

        

      NOTE 🗒️: To register an attendee who wasn't registered for the room but is in the attendee list, swipe their row to the left and click the blue 👤+ icon. Their status will change from gray to yellow.

                    IMG_5334      IMG_5335-1

      To register an attendee who wasn't registered for the room or the attendee list, first add them manually by clicking in the upper 👤+ icon in the general list section. Then follow the steps above to register them in the room.

                      IMG_4197    IMG_4198              

      IMPORTANT ❗If the agenda session has an itinerary, to do the registration process mentioned above, activate the "Ignore itinerary for check-in to the session" in the 3. Session configuration tab.

      Screenshot_21-11-2025_124318_admin.meetmaps.com-1

      4. Each time a session ends, you will need to manually switch to the next session.
      IMG_5337
      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 attendees?

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

      • 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 attendees can register for the "AI Manipulation Workshop".
      • When checking 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 Presented list and the History of Access to the Event for each session with: reader, date, time, whether it is In or Out, Room, session, name, and email of the attendee.

      Screenshot_28-5-2025_174332_admin.meetmaps.com