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      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 licences:

      Logo meetmaps Access Enterprise

      Logo meetmaps 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.
       
      NOTE🗒️:  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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       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.
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      3. Attendees with a gray status are not registered for the room. Attendees with a yellow status are. You can filter the list by clicking on All or Registered.
       
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      Click the round black button 🔘 to open the camera and start scanning QR codes. You can also do this manually by swiping right or by going to the assistant's profile:
       
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      NOTE 🗒️

       

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

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      Each time a session ends, you will need to manually switch to the next session.

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      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 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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