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How to Check-in Using EventRegist

When you use EventRegist, you can check attendees in using a smartphone app or one of several other methods.


Tickets issued by EventRegist

When a user applies for a ticket on an event page created with EventRegist, that user immediately receives an application confirmation email. The PDF attached to that email is the ticket.  The email also contains information about the attendee smartphone app provided by EventRegist. If they download and install the app, they can display the event ticket on their smart phones.

These tickets have QR codes printed on them. If you scan this code, the time to admit each person is greatly reduced and it's possible to admit attendees to the event smoothly (the standard PDF ticket size is A6, so if the A4 sheet is folded in half twice, it can be inserted into a conference lanyard.


Using the Smartphone App

With EventRegist, organizers can download a free app for checking in (admitting) guests to the event.

 

We can use this app to scan the ticket QR code. To scan a single QR code, takes about 2 to 3 seconds.  Just by scanning QR codes, it's possible to eliminate long waiting times at the even reception.

By scanning a QR code, the exact time that an attendee came to the event can be recorded. Also, if the app is online, the current number of people in attendance can be checked.  From the EventRegist admin dashboard, you can get a final idea of who came to the event by downloading the check-in data.

A manual on how to use the check-in app can be downloaded here.


Using the Admin Dashboard

From the EventRegist admin dashboard, there is a function to search for the attendee by name and then check them in.  You can search by either name or email address and then manually check them in.

If you prepare a computer for those who forgot their ticket in conjunction with the check-in smartphone app, you will have check-in management covered for everyone who pre-registered for the event.


Outputting a List

When it's an event with a small number of people or it's not possible to prepare a smartphone, you can admit people by outputting an attendee list. This can be done easily from the EventRegist admin dashboard by outputting an attendee list as a CSV file.

Whether this is the best method for admitting people to your event, varies depending on the scope of the event and the type of people attending your event.  For example, if you know the attendees to your event well and the scale of the event is small, rather than asking them to bring tickets, it may be better to use a list to check people off. Also, if you event has a large number of attendees who turn up on the day without pre-registration, you should consider a reception method other than the methods above - better suited to casual attendees.

The most common pattern is to have a combination of the smartphone app and a computer for admitting pre-registered attendees. How many people will come to the event? How many people will be be concentrated around the event entrance at the start of the event?  If you do a simulation with a number of smartphone devices and computers, you can work out how to not make people wait at the reception to the event.

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