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In this article, we explain all the steps for you to carry out the control access for your event as efficiently and quickly as possible.
The check-in module is used to monitor the entries and exits of the attendees and determine the capacity of your event.
❗REMEMBER❗
All attendees must access the event with a QR code.
There are 3 possibilities:
- Sent via email with the QR code.
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- Activating the Digital Accreditation QR module in the App. To activate the modules, refer to the article 👉 "How to configure modules?". If you don't have access to the App yet, get in touch with the Meetmaps sales team.
- With a Badge/Accreditation. 👉 You can create it with the assistance of the Badge Builder Guide.
To configure this module, go to the Settings section in the Registration Panel by entering the Check-in section in the left-hand side menu.
There are 5 customizable fields based on your needs:
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- Activate check-in: ⚠️ IMPORTANT, you have to activate it to carry out check-in ⚠️.
- Activate Counter mode: Add attendees manually to the capacity from the check-in APP without the need for prior registration. Acts as a digital clicker.
- Maximum capacity: Specify the maximum capacity for your event per day.
- Acceso to the event or a room: In these two fields, you have two options:
- No restrictions: The same QR can be scanned multiple times without the need for check-out.
- Only one entry at a time: The QR of each attendee can only be used once. Only if there is a subsequent check-out can it be scanned again. Allow check-in without the need for prior general check-in: Perform check-in for specific sessions without scanning the QR code at the entrance of the event.
- Allow check-in in session without the need to do general check-in before: Perform check-in for specific sessions without the need to scan the QR code at the entrance of the event.
On the right side, you will find the readers 📲:
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They are used to access the Check-in app with the devices that will scan the QR codes of the event (for example, for the hostesses in the access control).
When you create a reader, it provides you with a username and a password that must be used to log in to the Check-in app.
❗❗ It is necessary to create a reader for each device that will be used.
TIP 💡 Event administrators can also use the Check-in App to scan using their email and password, but they have to be attenndees of the event too.
From here, follow the Check-in App Guide 📲 to execute the access control for your event.
Event Metrics 📊
For the day of the event and post-event, we have the Access Control section, where you can find various metrics for the event.
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- Registered attendees: The number of people who have registered for the event. Guests who have not yet registered do not count for this metric.
- Presented Attendees: The number of attendees who have scanned their QR code.
- Event attendance: The percentage (%) of attendees who have checked in at the event compared to the total registered.
- Current event capacity of the event: The number of attendees currently at the event. Result of check-ins minus check-outs.
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- Event Attendance: Specifies the day and the number of attendees who have been scanned.
📢 You can export two lists in this section:
- Presenteds list: First check-in of each attendee who has presented at the event.
- History of access to the event: All instances when a QR code was scanned, along with the timestamp.
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- Current capacity by room: The number of attendees currently present in each room at that moment.
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- Attendance at sessions: The number of individuals who have accessed each session.
📢 In this section, you can export the access history for the rooms.
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- Attendance at the event by role: The number of attendees who have accessed the event for each role. In the article 👉 "How to link a role to an attendee?" we explain how to create roles and assign them to attendees.
❗Important❗
The property you use as a role has the Accreditation switch activated.
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- Attendees with on-site printing: In case on-site printing of accreditations is used, you can view this metric.
Finally, in the upper right corner, we have three options:
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- Reset counter: Reset the counter/clicker to 0.
- Complete checkout: To perform a check-out for all attendees of the event. It can be for both general access or for specific rooms.
TIP💡 In the case of a multi-day event, we recommend performing a complete check-out at the end of each day.
- Access Panel: For on-site management of attendees, in the article 👉 "How does the access panel work?" we explain in detail how it functions.
📲 If you want to access pro features such as room-specific check-in, manual attendee validation, personalized QR codes, or activate auto-printing, contact with the Meetmaps team.