BadgeON: How to Check In Attendees

Table of Contents

1. Introduction to the Check-In Feature
2. Download the BadgeON App
3. Manage Access for Check-In
4. Kiosk Mode
5. Check-In Settings
6. Using the BadgeON App for Check-In and Badge Printing
7. Session Check-In with the BadgeON App
8. Analytics & Check-In Report

1. Introduction to the Check-In Feature

The BadgeON App is EventMobi's onsite check-in and badge printing tool. It gives your staff everything they need to manage event and session check-ins — from QR code scanning to self-service kiosk mode — with real-time attendance data visible as the event unfolds.

Key capabilities include:

• QR code scanning and name/email search for fast check-in
• Self-service Kiosk Mode for attendee-led check-in
• Session check-in with automated eligibility and capacity control
• Real-time metrics: total event check-ins, daily check-ins, and per-session capacity
• Express Check-In Mode: camera auto-reactivates after each successful scan
• Multilingual support and integration with attendee profiles

The BadgeON App works alongside Experience Manager to provide a complete onsite management solution.

2. Download the BadgeON App

Download the BadgeON App directly from the App Store or Google Play.

3. Manage Access for Check-In

There are two ways to log into the BadgeON App:

1. Organizer Login: If you're listed as an organizer in your Experience Manager organization, you automatically have access. Use the same email and password as Experience Manager.
2. Access Code: Send an invitation from Onsite Tools in Experience Manager. The recipient receives an email with a unique Access Code tied to a specific event.

 

 

 

Sending Invites

1. Open Onsite Tools in Experience Manager and select the BadgeON App menu
2. Go to the Users tab and select Invite
3. Enter the recipient's email address and select the invitation language

The recipient will receive an email containing their Access Code.

 

View, Resend, and Remove Access Codes

• View Access Codes: Select the Eye icon next to any user to reveal their code
• Resend (individual): Click Send Email on the right side of the user row
• Resend (bulk): Check multiple users, then click Send Email at the bottom of the page
• Remove (individual): Click Delete on the right side of the user row
• Remove (bulk): Select multiple users and choose Delete (X) Users

4. Kiosk Mode

Kiosk Mode turns a BadgeON App device into a self-service check-in station. Attendees scan their QR code (from a printed badge or from My Badge in the Event App) or search by name/email to check in independently.

Configure Kiosk settings from the Kiosk tab in Onsite Tools within Experience Manager.

 

Enable Kiosk Mode

Toggle Kiosk Mode on in the Kiosk settings tab. Attendees will not be able to exit Kiosk Mode — an invited staff member must tap the Lock Icon (top left) and enter their credentials to return to the app.

Kiosk Color

Choose a display color for the Kiosk screen by entering a HEX code or using the color picker.

Kiosk Welcome Screen Wallpaper

Upload a background image for the Kiosk idle screen. Supported formats: JPEG, JPG, PNG, BMP, WEBP (max 24 MB). Test the image in the app to confirm correct display — recommended dimensions vary by device.

Kiosk Badge-Printing Screen Image

If badge printing is enabled, this image displays while the badge prints. Supported formats: JPEG, JPG, PNG, BMP, WEBP (max 24 MB). Test in the app before your event.

5. Check-In Settings

Customize check-in behavior from the Settings tab in the Check-In area of Experience Manager.

Before using check-in, you'll need a People list. Add attendee profiles to your People Library using one of these methods:

• Manually: Use the Add Person button
• Import: Upload our Excel Template
• Sync: Connect your registration platform or integration
  
  

Enable Check-Out

Turn on Check-Out to track how long attendees spent at the event or in individual sessions, not just whether they attended.

Enable Search by Name or Email

Activates a secondary check-in method — staff or attendees can type a name or email instead of scanning a QR code. The QR code option remains available when search is enabled.

 

6. Using the BadgeON App for Check-In and Badge Printing

 

Logging In

1. Open the BadgeON App and choose a login method:

• • Login with Password: Use your Experience Manager credentials
  • Login with Access Code: Use your email and the Access Code from your invitation email
  • Facial Recognition: Available after an initial successful login; tap the hamburger menu, upper left corner, and toggle on Face ID
  
  2.   Select the event you want to manage
  
  3. Choose your mode:

• • Event Check-In and Check-Out (and badge printing)
  • Session Check-In and Check-Out
  • Print Badges Only
  • Set Up Kiosk (for attendee self-service)

App Settings

Tap the hamburger menu (≡) at the top left to:

• Change the language displayed in the app
• Switch events: select Event — Select Event to return to the event list

Event Check-In and Check-Out

Scan the attendee's badge QR code to check them in. If badges haven't been pre-printed, scan the digital badge from My Badge in the Event App.

If search is enabled, staff can also type the attendee's name or email to find and check them in.

 

To enable badge printing at check-in, toggle Turn on Badge Printing on the check-in screen. See our Badge Label Printing guide for setup instructions.

To check an attendee out, select Check Out from the bottom menu and scan their badge or search by name/email.

After each check-in or check-out, the app displays a confirmation screen showing the attendee's name, email address, and People Groups (up to 3 shown by default — tap + to see all).

Real-Time Check-In Metrics

The BadgeON App displays live stats on the event check-in screen for your staff:

• Total number of registered attendees
• Number of check-ins today
• Number of attendees still to check in

 

Express Check-In Mode

Express Check-In Mode keeps the camera active after each successful scan — no manual reset between attendees. Enable this mode to significantly speed up high-volume check-in lines.

 

7. Session Check-In with the BadgeON App

Sessions in EventMobi are configured as either Open Sessions or Private Sessions. The check-in behavior in the BadgeON App is automatically determined by session type — no manual configuration required.

Session Types

• Open Session: Available to all registered attendees. When scanned, the app checks whether the session is full. If space is available, the attendee is checked in automatically and added to the session attendee list as a walk-in.
• Private Session: Restricted to a specific People Group. When scanned, the app checks capacity, then confirms whether the attendee is in the eligible group. If both conditions are met, the attendee is checked in. Reserved attendees skip the group eligibility check — reservation status takes precedence.

Real-Time Session Metrics

The session check-in screen shows your staff:

• Total session capacity
• Number of reserved seats (excludes walk-ins)
• Number of available seats remaining
• Number of attendees checked in
• Number of attendees checked out

Override and Denial Controls

• Check-In Anyway: Override capacity limits for exceptions (e.g., standing room). Use with caution.
• Deny Check-In: Manually block an ineligible attendee from checking in.

Session Attendee List and Reservation Types

Each session now displays a Reservation Type column in the attendee list, showing how each person was added:

• Added by organizer
• Self-added from event app
• Walk-in attendee (no prior reservation, scanned at door)

A Check-In Status column is also visible — values are Checked In, Checked Out, or No Show. This is particularly useful for CEU events where attendance verification matters.

Export: Use the Export button to download the session attendee list directly to Excel.

Setting Up Session Check-In in Experience Manager

Session check-in settings are configured per session in Experience Manager. Navigate to Sessions in your event, open a session, and configure the following:

• Open or Private: Sets session type and check-in eligibility rules
• Allow attendees to add a session to their schedule: Enables self-registration. When enabled, Session Conflict Management options appear. This is off by default for new sessions.
• Session Capacity: Set maximum attendance. Required for capacity-based check-in logic.
• People Group (Private Sessions only): Select the group eligible to attend
• Accept Walk-Ins (Private Sessions only): Off by default. Enable to allow attendees outside the eligible group to be checked in as walk-ins.

To update settings across multiple sessions at once, use Manage Settings in the session list.

 

8. Analytics & Check-In Report

Event Attendance Analytics

Find event attendance data in Analytics > People in Experience Manager. Select Onsite at the top left to see:

• Total number of People added to the event
• Total number of unique check-ins
• Check-ins and check-outs over time
• Per-attendee check-in and check-out breakdown with date and timestamps

Session Attendance Analytics

Find session attendance data in Analytics > Sessions in Experience Manager. Includes:

• Total sessions
• Total check-ins
• Total check-outs
• Per-session breakdown with timestamps

Use the dropdown at the top left to filter by a specific session. You can also export session attendee data directly from the session attendee list using the Export button.

Related Articles

• Learn About Onsite Badge Printing
• Session Conflict Management
• Session Access and Capacities
• Converting Time Zones in Excel