How to Use Session Check-In For An In-Person Event

Session check-in is a feature that helps event managers tabulate who’s checked into a specific session at an event. This is used to help validate whether someone has actually attended the session for CE tracking purposes. This can also be used to help manage restricted access to sessions. There are two ways to use session check-in:

  1. Having a volunteer or staff scan an attendee's PheedLoop printed badge
  2. Having attendees check themselves in via the Self Check-in feature within the PheedLoop Go! App

In both cases, the PheedLoop Go! Event App Module and On-Site Check-In Power-Up is required.

Method 1: Scanning Attendee Badges for Session Check-In

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. Follow the steps below to learn how to scan attendee badges for session check-in.

  1. Login to the PheedLoop Go! App with a team member account    
    1. Team members can be added via the settings area of your Event Dashboard. Please note that you can be logged into multiple devices with the same team member account if required.
    2. Quick tip - assigning a Scanner tag gives scanner privileges to attendees even if they are not a team member. This allows you to assign scanners without having to make them a team member.  For instructions on how to create and assign scanner tags, please read below.
  2. Click into the top left corner of the event app to unveil the Event Admin Tools and select Scanner
  3. At the top of the new page, select Session Check-In
  4. In the Please select a session field, select your session from the dropdown menu
  5. Select Launch Scanner
  6. Using your camera, scan the attendee's badge to check them into the room
    1. Quick tip - if you turn on the Automatic Mode toggle, you will be able to scan individuals into the room quicker
  7. If you are looking to restrict people from certain sessions - toggle on the Restrict to Pre-Registered checkbox on the Session Check-In page
  8. If an attendee needs to leave a session early you can turn on the Check-Out Mode toggle and scan their badge

Assigning Scanner Tags

Before members can start scanning, they will need to be assigned a scanner tag. This tag gives them access to the Event Tools in the Mobile Event app.

To create a scanner tag:

  1. From the Event Dashboard, navigate to Attendees > Tag
  2. Above the Tag list, select Create
  3. Scroll down to Advanced Options
  4. Toggle on the Is Scanner checkbox
  5. Select Save Changes

To assign a scanner tag

  1. From the Event Dashboard, navigate to Attendees > Attendees
  2. Scroll down to Tags
  3. Under Connected Tags, select scanner tag you have created
  4. Select Save Changes

The attendee will now be able to see the Scanner from the Event Mobile App when they select the hamburger icon at the top left corner of their screen.

Method 2: Using the Self Session Check-in Feature in PheedLoop Go!

The self-session check-in feature is a tool to use if you are limited by staff or volunteers who can assist with Method 1 above. Using this feature puts the responsibility of checking into a session onto the attendee themselves. The self check-in feature can be activated either through a QR code or text code. Event planners typically place these unique codes somewhere in the session room such as the final slide of the presentation. Please read below on how to set up this feature for attendees.

  1. From the Event Dashboard, navigate to Sessions 
  2. Select the session you wish to edit from the list
  3. Scroll down to Options
  4. Toggle on the Enable Self Check-In checkbox
  5. Select Save Changes

In the same editor form, you are able to see the QR code and Text Code associated with the individual session for session check-in. Save the respective QR code or Text Code to distribute inside of your session room.

You are now able to self check-in! To do so, login to the Event App as an attendee and click into any session. You will then be able to see the Check-In button. Once you click into this button, you will be prompted to scan a QR code or enter a text code to complete your check-in.

Editing the Self Check In Text Code

  1. From the Event Dashboard, navigate to Sessions
  2. Select the session you wish to edit from the list
  3. Scroll down to Options
  4. Under Self Check-In Code, enter whatever code you wish
  5. Select Save Changes

Please note, PheedLoop allows the same session checkin code for multiple sessions if needed.

Downloading the Self Check-In QR Code

  1. From the Event Dashboard, navigate to Sessions
  2. Select the session you wish to edit from the list
  3. Scroll down to Self Check-In QR Code
  4. Select Download

Setting up a Check-In Survey

An optional part of the check-in experience is the ability to set up a form for attendees to fill out once they check in to a session. The timing for when this form appears is customizable, it can appear immediately, midway through the session, or any other time within the session's duration.

Please note, this is not to be confused with the Feedback Survey which will appear after a session concludes.

Adding a Check-In Survey

Any custom form with a survey category can be used as a check-in survey. For instructions on how to use custom forms, please visit our Using the File Upload Question Feature in Custom Form article.

Once you have your survey set up, you can now add it into your session.

  1. From the Event Dashboard, navigate to Sessions > Sessions
  2. Select the session(s) you wish to add the survey to
  3. Scroll down to Virtual Settings
  4. Under the Check-In Survey field, select the survey you created
  5. Under the Check-In Survey Delay field, enter the number of minutes to delay the survey from appearing
    1. Enter 0 if you wish for the survey to appear immediately
  6. Under the Check-In Cut-off Date field, enter the date you wish to end submissions
  7. Select Save Changes
Attendees will now be able to see the form when they check-in to the session.
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