EventMobi Check-In: How to Check In Attendees using the Onsite App

EventMobi's Check-In feature allows organizers to manage attendee check-ins and check-outs via the Onsite App, offering both manual and self-service options while providing real-time attendance analytics.

Table of Content:

1. Introduction Check-In feature
2. Download the EventMobi Onsite App
3. Manage Access for Check-In
4. Check-in Settings
5. Using The Onsite App for Check-In and Badge Printing
6. Analytics & Check-In Report

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1. Introduction Check-In feature

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2. Download the EventMobi Onsite App

To download the EventMobi Onsite App, simply click on the provided links or scan the QR codes using your mobile device.

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3. Manage Access for Check-In

To access the EventMobi Onsite App, there are two options available:

1. Organizer Login: If you are already listed as an organizer for the event, you will automatically have access to the Check-In feature for all events within your Experience Organization. Simply log in using your Experience Manager credentials (email and password).
2. Via Access Code: In the Onsite App section of your Experience Manager, you can send invitations to individuals who will be managing the check-in process for your event. These invitations will be sent via email and will include a unique Access Code for logging into the Onsite App for the specific event.
   

Sending Invites to the Onsite App:

• Open the Onsite App menu to access the Check-In option
• In the Users tab, select the Invite button
• Input the Email Address of the person that you would like to invite, followed by the language that the invitation should be sent in

• Once an invite has been sent, an email will be received to the email that you had indicated. This email will include an Access Code that will need to be used to log into the Onsite App to access the Check In feature. 

View all Access Codes:
Organizers within the Experience Manager will have access to see the Access Codes that have been assigned by selecting the Eye Icon available. Additional options to Send Email and Delete will be available to assist you with resending or removing access to the invitation as needed. 

Resend Access Codes:
To resend invitation emails with the access code for the Onsite app to an individual, simply click on "Send Email" located on the right side.
If you need to resend multiple invitation emails at once, select the checkbox for each Staff Member you wish to resend the access code to, and then click on "Send Email" at the bottom of the page.


Remove Check-In Staff/Access Codes:
To remove a single access, simply click on the "Delete" option located on the right side of the Staff Member to revoke their access to the Onsite App.
If you need to delete multiple accesses, you can select the checkbox for all users you want to revoke access for and then choose "Delete (X) Users" at the bottom of the page.

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4. Check-in Settings

In the Settings tab of the Check-In area of the Experience Manager, you will find additional options to help in customizing the Attendee Check-In feature that will be used for the event. 

Enable Kiosk Mode:
The Kiosk mode in the Check-In feature provides a convenient self-service option for attendees to check in and out on-site. Attendees can simply scan their unique QR Code from the Attendee Dashboard of the Event App or use the search option for a seamless process.

Kiosk Color:
When Kiosk Mode is activated, you have the option to choose a color for the Kiosk display. You can either input a HEX code for your desired color or simply click on the color picker icon to select a color visually.

Enable Check Out:
In the Settings tab, you can also enable the Check-Out feature if needed. This feature provides a deeper insight into attendee participation levels, allowing you to track how much time each attendee spent at the event and in individual sessions, rather than just their presence.

Enable Search by Name or Email:
Additionally, within the Settings tab, you can choose to enable a Search feature as an alternative method for attendees to check in and check out without using a QR code. By activating the search feature, users can easily locate their name or email address to complete the check-in or check-out process.

Profile & Success Screens:

This area of the Settings page is where you can enable the option to Show People Groups from the profiles and confirmation screens display when using the Onsite App. 

When the Show People Groups checkbox is enabled, the Group information will display only  for those that have been given access to manage the Onsite App at the event. 

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5. Using the Onsite App for Check-In and Badge Printing

Each person managing check-in at the event will need to start by  downloading the EventMobi Onsite App onto a recent Apple or Android device. 

Logging into the Onsite App
Organizers listed within the Experience Manager organization for the event will have automatic access to log into the Onsite App.

1. Choose the login method you would like to use: 
   1. Login with Password: Use the same credentials that you use to log into the Experience Manager
   2. Login with Access Code: Use your email address and the Access Code shared in the email invitation that you received. 

1. Next, select the event you'd like to use the Onsite App for
2. Choose which option you wold like to do from the Onsite App: 
   1. Event Check In and Check Out (and badge printing)
   2. Session Check In  & Out 
   3. Print Badges Only 
   4. Set up Kiosk (for attendees to self check-in)

Updating the Onsite App Settings
The hamburger menu (≡) located at the top left-hand side of the screen provides users with the option to adjust the Language displayed on the Onsite App.

If there are multiple events with the EventMobi Check-In Feature available, users can switch between events by selecting "Event - Select Event" to navigate back to the list of events.

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Event Check In & Out

Attendees can be checked in and out of the event by scanning their attendee badge QR code. If you've pre-printed your attendee badges in advance, you can scan the QR code directly from the badge. If you don't have printed badges for the attendee onsite, you can scan the digital badge available from the My Badge area of the Event App. 

You can also search by attendee name or email if you've enabled this option in the Check-In settings of Experience Manager.

If you are using Badge Label Printing at your event, you can select the toggle to Turn on Badge Printing, which will allow you to check in the attendee and print their badge at the same time. 

Check out this article for instructions on how to set up Badge Label Printing at your event. 

Attendees can be checked out of the event by selecting the Check Out option in the bottom menu, and scanning the attendee's badge, or using search to find them in the People list. 

Once the check-in or check-out process is completed, a confirmation page will display important attendee information:

• Attendee name
• Pronouns
• Email address
• Company and Title
• People Groups that the attendee has been assigned to (Up to 3 People Groups are displayed by default; select the + icon to view all applicable groups for the attendee)

Using Self Check-In and Check-Out through Kiosk Mode:
Once Kiosk Mode is turned on in the Experience Manager's Onsite Settings, you can activate the Kiosk feature on a device being used onsite. Upon logging in, you can decide whether you will be checking in attendees for the main event or for specific sessions by choosing between Event Check-In or Session Check-In. To activate the Kiosk Mode for your device, simply follow these steps:

• Select the Kiosk option found in the bottom menu of the Onsite App
• Enter in a name that will represent the particular Kiosk you are creating (this will be represented in your event Analytics)
• Select the type of kiosk that you would like to create, Check-In or Check-Out 

     

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7. Analytics & Check-In Report

Event Attendance Analytics

The analytics related to your event attendance rates can be found within the People tab of the Analytics area in the Experience Manager. 

Select the Onsite option at the top left hand side of the page to access the following details: 

• Total number of People that have been added to the event
• Total number of unique check ins
• Check ins and check outs over time
• Breakdown of attendee check ins and check outs including date and timestamps

Session Attendance Analytics

The analytics related to your session attendance rates can be found within the Sessions tab of the Analytics area in the Experience Manager. 

Here you will find details related to: 

• Total number of sessions
• Total number of checkins
• Total number of checkouts
• Breakdown of session check ins and check outs including date and timestamps

To narrow down the analytics related to a specific session, use the dropdown menu provided at the top left hand side.