streamlines attendee arrivals and records attendance. This ensures efficient on-site operations and accurate data capture, providing real-time insights into attendance metrics for better event management. For example, you can quickly identify peak arrival times to optimise staffing.
Accessing this feature
To access the Event Check-In Process:
Log in to the Tourism Accelerator Platform.
Go to 'Events'.
Select the specific event you wish to manage from your list of scheduled events.
Within the event's detailed view, locate and click on the 'Check-In' or 'Attendance Management' tab: Event Check-In Dashboard.
How to use it
Using the Event Check-In Process involves preparation, on-site execution, and post-event data management. Follow these steps to manage your event attendance.
Pre-Event Setup and Configuration
Review Attendee List: Before the event, access the 'Attendees' tab within your selected event to verify the registered participant list. Ensure all expected attendees are present and their details are accurate.
Configure Check-In Settings: Navigate to the 'Check-In Settings' sub-tab. Here you can:
Enable On-Site Registration: Activate this option if you plan to register walk-in attendees at the event.
Badge Printing Integration: If using integrated badge printing, confirm the printer settings and badge template.
Custom Fields: Define any additional information you wish to capture during check-in, such as dietary requirements or workshop preferences.
Prepare Check-In Devices: Install the Tourism Accelerator Check-In application on all designated tablets or computers. Ensure devices are fully charged, connected to a stable internet connection (or configured for offline mode if supported), and synchronised with the event data.
Assign Staff Roles: Allocate specific check-in roles to your event staff within the platform, granting them appropriate permissions for checking in attendees, processing payments, or managing on-site registrations.
On-Site Check-In Operations
Launch Check-In Application: On the day of the event, open the Check-In application on each device and log in with the assigned staff credentials. Select the current event.
Search for Attendees: Use the search bar to locate attendees quickly. You can search by full name, first name, last name, email address, or booking reference number. For events with QR or barcode scanning enabled, simply scan the attendee's ticket or confirmation email using the device's camera or an external scanner.
Mark Attendance: Once an attendee is found, their details will display. Verify their identity and then tap the Check In button. The attendee's status will instantly update from 'Registered' to 'Checked In'. If badge printing is enabled, a badge will automatically print upon successful check-in.
Handle On-Site Registrations (Walk-Ins): If 'On-Site Registration' is enabled, tap the Register New Attendee button. Enter the new attendee's required details (e.g., name, email, organisation). Process any payment if applicable, using integrated payment gateways. Mark them as 'Checked In'.
Update Attendee Information: If an attendee requires a minor detail change (e.g., spelling correction, updated organisation name), tap on their profile, make the necessary edits, and save the changes.
Monitor Real-Time Statistics: The Check-In Dashboard provides a real-time overview of attendance, including the number of checked-in attendees, remaining registrants, and walk-ins.
Post-Event Data Management
Synchronise Data: Ensure all check-in devices have synchronised their data with the main platform. This happens automatically with a stable internet connection, but manual synchronisation may be required if devices were used offline.
Review Attendance Reports: Access the 'Reports' section for your event. Generate and review comprehensive attendance reports, which include total attendees, no-shows, and check-in times.
Export Data: Export attendance data in various formats (e.g., CSV, Excel) for further analysis, post-event communications, or integration with other systems.
Tips
Pre-Event Data Verification: Prior to the event, conduct a thorough review of your attendee list to identify and correct any discrepancies, ensuring a smooth check-in experience.
Staff Training: Provide comprehensive training to all check-in staff on the use of the platform and devices, including troubleshooting common issues and handling on-site registrations.
Dedicated Check-In Stations: Establish clearly marked check-in stations to guide attendees efficiently and minimise queues. Consider separate lines for pre-registered attendees and on-site registrations.
Contingency Planning: Prepare for potential technical issues. Have backup power sources, ensure a stable internet connection, or configure devices for offline mode with a plan for later data synchronisation.
Prioritise Data Security: Ensure all staff understand and adhere to data privacy protocols when handling attendee information. Secure devices when not in use.
Clear Signage: Implement clear and visible signage directing attendees to the appropriate check-in points and providing instructions for a swift process.
Regular Synchronisation: Encourage staff to regularly synchronise their check-in devices, particularly if operating in areas with intermittent connectivity, to prevent data loss and ensure accuracy.
Feedback Collection: Consider incorporating a brief feedback mechanism during or immediately after check-in to gather initial attendee impressions and identify areas for improvement.
Need help?
For further assistance, contact us at [email protected]