How to Conduct Event Check-ins for Attendees

Please note, use of the feature requires the OnSite Check-in Power-Up.

Checking into an event can be a daunting task but with PheedLoop, there are many ways to check an attendee into an event with either their badge or ticket. Attendees can also make use of their badges and tickets to check themselves into an event.

Session Check-In vs Event Check-In 

When scanning from PheedLoop Go! or PheedLoop OnSite attendees with a scanner tag assigned to them will see multiple scanner options including Session Check-In and Event Check-In. Session Check-Ins applies to individual sessions while event check-ins sign the attendee into the event. This article covers event check-ins. For information on session check-ins, please review our How to Use Session Check-In For An In-Person Event article.

Checking in via the dashboard 

If you have not purchased the Mobile Event App for your event, you can still check-in and check-out attendees from the Event Dashboard.

To Check-In and/or Check-Out Attendees:

1. From the Event Dashboard, navigate to Attendees > Attendees 
2. Select the checkbox of the Attendee you wish to check-in or check-out from the list 
3. Above the Attendees table, select Actions > Check In/Out > Check In to Event or Check Out From Event

Once selected, notification will appear confirming that check in/check out has been completed. The attendee will also receive an email confirming their check-in.

To Disable Check-In Email Notifications: 

1. From the Event Dashboard, navigate to OnSite > Settings 
2. Under Check In, toggle off Send Check-In Welcome Email
3. Select Save Changes 

Checking in via OnSite Portal 

PheedLoop offers an OnSite portal which can be used to check in attendees at the venue. PheedLoop OnSite is preinstalled on the iPads sent as part of the Check-In & Badge Print Kiosk package. This can also be accessed through the Event Dashboard, copy and paste the URL to a device and it can be used to check-in attendees. 

To Access the OnSite Portal from the Event Dashboard:

1. From the Event Dashboard, navigate to Event Portals
2. Under OnSite Portals, select OnSite (Check-In Kiosk)
3. In the new page, copy and paste the URL into your device

Your device will now be able to check-in Attendees. Alternatively, you can open the PheedLoop OnSite app that are preinstalled on the tablets sent to your event. 

Checking in via PheedLoop Go!

Please note, use of the feature requires the OnSite Check-in Power-Up and the Hybrid Event Mobile App purchased.

The Event App is another way to check-in attendees to your event. This method is useful for having multiple scanners. It also gives you control over the event by assigning scanners instead of relying on attendees to scan themselves in.

Event Organizers can assign scanners from the event dashboard by creating scanner tags.

1. From the Event Dashboard, navigate to Attendees > Tags
2. Above the Tags table, select Create
3. Fill out the information and toggle on the Is Scanner checkbox
4. Select Save Changes

This tag will give any attendee access to the scanner once assigned. Optionally, you can repurpose an existing tag to give scanning privileges with the steps above. We do not recommend this unless you are certain the tag is not being used for anything else.

To Assign an Attendee as a Scanner:

1. From the Event Dashboard, navigate to Attendees > Attendees
2. Select the Attendee(s) you would like to change from the list
3. Under Tags, select the tag you assigned scanner privileges to
4. Select Save Changes

The attendee(s) with the assigned tag will now be able to see the scanner when they open the navigation menu from the Event’s app page.

1. From the Mobile Event App, open the hamburger menu on the top left corner of the app
2. Under Event Tools, select Scanner
3. Select Event Check-In at the top of the page
4. An attendee can be checked in manually or by scanning their badge
   1. To manually check the attendee in, enter their name on the Search Attendees field and select Check-In on their profile
   2. To scan an attendee in, select Launch Scanner and scan the attendee’s QR code. Once scanned, the attendee will be automatically checked in.
   3. Scanners can also enable the Automatic Mode toggle which will allow them to scan attendees endlessly without having to select Launch Scanner in between badge scans. 

Checking In via PheedLoop OnSite

In order to use PheedLoop OnSite, an account that is a team member or staff member with the appropriate permsision set is required. Once done, the staff member can login to PheedLoop OnSite as normal. If this step has already been completed, please proceed to the Logging into PheedLoop OnSite as a Staff Member section below.

To create Permission Sets

1. From the Event Dashboard, navigate too OnSite > Staff & Permissions > Permission Sets
2. Above the Permission Sets table, select Create
3. Under the Name field, enter the name for this permission set
4. Under the Description field, enter the description for this permission set
5. Toggle on the permission checkboxes as necessary, each checkbox will grant access to their respective pages
   1. Event Check-In - Allows the staff member to scan an attendee into the event.
   2. Session Check-In - Allows the staff member to scan an attendee into the session.
   3. Live Display - Grants the staff member access to the Live Display Power-Up.They can use this to share information on a screen like a television or projector.
   4. Lead Retrieval - Allows the staff member to act in place of the exhibitor to scan attendees for lead retrieval.
6. Select Save Changes

To create Staff Members

1. From the Event Dashboard, navigate to OnSite > Staff & Permissions > Staff Members
2. Above the Staff Members table, select Create
   1. Under the Full Name field, enter the member’s name.
   2. Under the Email field, enter the member’s email address.
   3. Under the Permission Set field, select the relevant permission set for them.
3. Select Save Changes

Using Staff Member Passwords

Each Staff Member will have an unique temporary password that can be used to access their account. For security purposes, the temporary password will cease to work once a staff member has set their own password from the Member Portal.

Please note, it is strongly advised to not share these passwords publicly to avoid security breaches. We recommend using a password manager with a form of multi factor authentication for best practice.

1. From the Event Dashboard, navigate to Staff & Permissions > Staff Members
2. Select the Staff Member to get the password from
3. Select View Event Staff Member Password

The password will now appear for you to copy and share with the staff member.

Logging into PheedLoop OnSite as a Staff Member

Once your staff members are created, follow the steps below to learn how to scan attendee badges for session check-in.

Please note, to use this feature, you must use PheedLoop's badge printing systems. The badge system is required because of the unique QR code assigned to each attendee. To learn more about our on-site badge solutions visit here. 

1. From the tablet's home screen, navigate to the PheedLoop OnSite app
2. From the app, enter your event code or the custom URL extension for your event
   1. The Event Code can be found by navigating to General > Details under Event Code and Custom URL Extension respectively.
3. Select Go
4. Login with a team member or staff member's login credentials
5. Select Login to OnSite
6. From the OnSite page, navigate to Session Check In
7. Select the session you wish to check in for
8. Select either Form or Scan
9. Session Check-In Settings can be accessed by selecting the Gear Icon on the top right corner
   1. Restrict to Pre-Registered - If enabled, only attendees who have registered for the session will be able to check in.
   2. Check-Out Mode - This setting will checkout an attendee when their badge is scanned.
   3. Automatic Mode - Enable this setting to keep the scanner on after checking in one attendee. 

Scan 

Selecting this option will use the tablet’s camera to scan attendee badges. Please note this feature requires camera permissions to be enabled with PheedLoop OnSite. If this is not permitted, you can enable this by doing the following:

1. From the Ipad’s homepage navigate to the Ipad’s Settings
2. Navigate to Privacy > Camera
3. Under PheedLoop OnSite, enable the toggle

The Ipad will now be able to scan attendee badges and check them into the event.

1. From the Check In page, select Scan
2. Hover the camera over the attendee badge 
3. Select Confirm

The attendee will now be checked into the event.

Search

Attendees can be checked in manually by searching for their name. This is ideal if your event will not be making use of attendee badges.

1. From the Check In page, select Search
2. Enter the Attendee’s name
3. If multiple results appear, select the correct attendee from the list
4. Select Confirm

The attendee will now be checked into the event.

Attendee Check-In Report 

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Select Attendee Report from the list
3. Under Fields, select Checked In along with any other desired information
4. Select Save Changes
5. Select the check box of Attendee Report
6. Above the Custom Reports table, select Actions > Generate Report
7. Once generated, select Download Previous Report

Now the Attendee Report will include a column indicating if the attendee has checked in for the event.