Using Check-in

This section is for hosts using the Check-in during an event. You’ll find guidelines on how to operate the check-in stations, scan badges, and manage check-in related issues.

Screen locking

In service centre mode, the screen locks after ten minutes of inactivity.

In any mode, use Ctrl + L to lock the screen.

To unlock the screen, use the Check-in screen lock password. The organisation administrator sets this at the organisation level. Refer to Edit the organisation for more information. The password is the same for all Check-ins used by the organisation. It is not the same as the Check-in access password, which your event organiser creates during the onsite setup.

Change the Check-in settings

Check-in modes

There are five Check-in modes. The screen you see after logging in depends on what mode the Check-in is in. You may not be able to use some of them, depending on your event setup. The person configuring the event must enable the modes in the Visit Onsite setup. Refer to Manage Check-in settings for information on enabling and configuring the modes in Visit Create.

Mode	Description
Service Centre	This Check-in mode requires Manned registration to be enabled in Visit Create. Refer to Manned registration for information on using this mode.
Self registration	This Check-in mode requires Self registration to be enabled in Visit Create. Refer to Self registration for information on using this mode.
Scan & go	This Check-in mode requires Scan & go to be enabled in Visit Create. Refer to Check-in features for information on using this mode.
Access control	This Check-in mode requires Access control to be enabled in Visit Create. Refer to Access control for information on using this mode.
Visit Connect	This Check-in mode requires Visit Connect to be enabled in Visit Create. Refer to Check-in features for information on using this mode. This mode is for Visit staff only.

In all modes, when a badge is printed for a registrant their status in the central database changes to ‘Visited’. There is an auto-sync every five seconds with the database, if an internet connection is available.

Change the Check-in mode

You can change the Check-in mode in the Terminal settings screen.

Select Settings .
Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
Select the mode you want.
Select Save to apply the change.

Set the Check-in location

If you want Visit Create to calculate dwelling time in each location, or track which entrance visitors used, set the Check-in’s in/out location.

Select Settings .
Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
Select the location from the Location dropdown. Visit Create creates this list from the locations in the Onsite settings. Refer to Manage locations for more information.
Select Save to apply the change.

Choose a badge design

You can set a badge design to use when printing badges from the Check-in.

Select Settings .
Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
Select the badge design from the Badge dropdown. The available designs depend on the documents in Visit Create. Refer to Design for more information.
Select Save to apply the change.

Drop the Check-in database

If you log in to a Check-in with a username and password for a different event, you can drop the database and log in again to connect to the correct database.

Select Settings .
Enter the Check-in password. This password is set in your Check-in settings in Visit Create. This is the Check-in password for the event you are currently logged in to.
Select Enable advanced settings.
Select Enable drop database.
Select Drop the database.
Enter the password of the event you are currently logged in to.
Select Confirm.

Service Centre

Use Service Centre mode to perform ‘helpdesk’ tasks such as looking up registrants, viewing shop orders, printing badges and modifying registration details.

Refer to Manage Check-in settings for information on setting up service centre mode in Visit Create before the event.

Refer to Change the Check-in settings for information on switching a Check-in to service centre mode during an event.

Service centre tasks

The following instructions assume Check-in setup is complete, and the Check-in is switched on, logged in, and in Service Centre mode.

Task	Action
Search for registrants	Enter search terms in the Search field.
View/edit a registrant’s details	Select a registrant, then select Edit details.
Print a badge	Select a registrant, then select Print badge. Note that printing the badge will change the registrant’s attendance state from No show to Show. Refer to Choose a badge design for information on setting a custom badge design for the Check-in.
Print all badges	Prints all new badges for the selected partner. Note: Badges already issued will not be reprinted by this function, these will need to be printed individually.
View a registrant’s orders	Select a registrant, then select Orders.
Add a registrant	Refer to Add a registrant. You can only add registrants if you have mapped at least one registration type to a form of the type Onsite – Manned registration in Visit Create. Refer to manned registration in Enable Check-in features for more information.

Add a registrant

Select Add.
Select the registration type. The available registration types depend on your registration type mappings.
Enter the registrant’s information in the registration form.

After you complete the registration form, the new registrant appears in the list. Check-in may also automatically print a badge or voucher for the registrant, depending on the settings in Check-in and Visit Create.

Self registration

Use self registration mode when you want visitors to register for the event on arrival, without assistance. You must design a form for self registration, and enable it during onsite setup.

Refer to Forms for information on creating registration forms.

Refer to Manage Check-in settings for information on configuring self registration mode.

Refer to Change the Check-in settings for information on switching a Check-in to service centre mode during an event, and assigning a badge design.

Form design considerations

The form must have a Form type of Onsite.
Consider restricting the number of questions you ask the registrant. This makes it more comfortable for the registrant, given the environment in which they are filling in the details, and also reduces the likelihood of a queue forming.
If you have cloned a form to use it onsite, make sure the wording in the Welcome and Complete pages is relevant. For example, now that the person is registering at the event itself, it is no longer pre-registration.
The usefulness of a confirmation email is limited in this context so consider not sending one.
The Check-in automatically prints a badge. Ensure that a printer is connected to the Check-in used for self-registration. If there is no printer, the badge print jobs will be queued until a printer is connected.
A Restart button appears automatically at the end of the form so it is easy to reset for the next registrant.

Scan & go

Scan & go is the quickest and most common form of event entry. You must attach a scanner and printer to the Check-in when using this mode. You can then scan the registrant’s voucher at the entrance. The Check-in automatically prints a badge. Refer to Set up peripherals for more information on scanners and printers.

When printing the badge, Check-in uses the badge design chosen in the Check-in settings. Refer to Choose a badge design for information on changing the badge setting. If no badge design is selected during setup, Check-in uses the default design. Refer to Add and configure documents for more information on creating badges.

Access control

Use access control mode to:

Measure attendance for events and activities
- For activities, each Check-in will automatically handle access control based on the parameters defined for that location and those activities (date and time are considered).
For events that last more than one day: after their first visit, you can scan visitor badges to show they visited more than once.
Restrict access to some areas of an event by adding a rule to the access control settings.

Scanner setup

You must attach a scanner to the Check-in to use this mode. There are two types of scanner:

Default scanner. This requires no further setup.
Opticon scanner. Refer to the instructions below.

Assign an Opticon scanner to a Check-in

The following instructions assume Check-in setup is complete, and the Check-in is switched on, logged in, and in access control mode.

Connect an Opticon docking station to the Check-in.
Place an Opticon scanner in the docking station.
Select Opticon.
Select a location from the Select location dropdown list.
Select Assign scanner.

Any data collected by the Opticon scanner is uploaded to the database when the scanner is reinserted into the docking station.

After use, you must unassign the Opticon. Doing this transfers the collected data to the database and allows a user to reassign the scanner.

Unassign an Opticon scanner

Place the scanner in the docking station.
Select Unassign scanner.
When the download is complete, a message appears confirming that the scanner is unassigned. The exhibitor can access their connections’ data by logging in to Visit Connect in their browser. They will have received an email about this when they purchased their scan licence.
Remove the scanner from the docking station.

Visit Connect mode

Visit staff can use Visit Connect mode to:

Assign and unassign touchpoints and scanners to exhibitors.
Download an exhibitor’s connections data from a scanner to the database.

Touchpoints

Assign a touchpoint to an exhibitor

The following instructions assume Check-in setup is complete, and the Check-in is switched on, logged in, and in Visit Connect mode. If you need to print labels, set up a Printer before assigning touchpoints.

Connect a touchpoint to the Check-in with a USB cable.
Select the exhibitor from the list.
Place the touchpoint you want to assign on the touchpoint connected to the Check-in.
Optional: Select Print label to print a label for the touchpoint showing the stand name and number.
Select Assign touchpoint.
Select the content you want to link to the touchpoint. The list shows digital content provided by both event organisers and the exhibitor. Event organisers can add content through Visit Create. Refer to Manage content for more information. Exhibitors add content through Visit Connect, and can find help in the Visit Connect documentation.
Select Assign touchpoint. The Check-in assigns the touchpoint, and prints a label if required.

Unassign a touchpoint

Place the touchpoint you want to unassign on the touchpoint connected to the Check-in.
Select Unassign.
When the data transfer is complete, a message appears confirming that the touchpoint is unassigned.

Opticon scanners

Assign an Opticon scanner to an exhibitor

The following instructions assume Check-in setup is complete, and the Check-in is switched on, logged in, and in Visit Connect mode.

Select the exhibitor from the list.
In the Assigned scanners column, check that the number of assigned scanners is not equal to the total number of licences purchased by the exhibitor.
Optional: if the number of assigned scanners is equal to the number of licences, you can add more licences. Double-click the exhibitor, then select Add to add a new licence.
Choose a scanner, and check that it is not assigned to any exhibitor, by either:
- If the scanner has an LCD display, check that it does not show the name of an exhibitor.
- If the scanner has no LCD display, point it at a flat surface and press the scan button. If no light comes out, it is unassigned. In the image below, the light indicates that the scanner is assigned.
Place the unassigned scanner in the scanner cradle, with the scanning end facing down. If the cradle has multiple slots, place the scanner in the right-most slot
Select Assign scanner. The number in the Assigned scanners column increases by one.
Use the scanner to scan a test badge. If successful, the scanner will beep and show a green light.
The scanner is now ready for use. Instruct the exhibitor to return it to you at the end of the day, when they are finished scanning connections. You can then download the connections data they collected from the scanner and unassign it.

Unassign an Opticon scanner

Place the scanner in the docking station.
Select Unassign scanner.
When the download is complete, a message appears confirming that the scanner is unassigned. The exhibitor can access their connections data by logging in to Visit Connect in their browser. They will have received an email about this when they purchased their scan licence.
Remove the scanner from the docking station.

Deduplication

Advanced deduplication is an optional module in Visit Create. It allows you to find and manage duplicate visitor records. For more information on advanced deduplication in Visit Create, refer to Find and manage duplicate visitor records.

If the event uses advanced deduplication, this can affect Check-in behavior:

When a registrant presents a voucher to the Check-in, it uses the primary record to supply the badge details. You can print other badges from the Check-in service centre.
All shop items for all records are available on the primary record.
Visit Create only counts primary records in reporting numbers, for both registration and attendance.
Visit Create only applies rules from the primary record. For example, if the primary record limits access to an area, and a secondary record allows access to that area, the visitor will not be able to access the area.