Check-in is Visit’s proprietary software, designed with the purpose of streamlining on-site tasks for event organisers, ensuring a smooth and efficient event experience from start to finish. These include registration, access control, badge printing, payments, and more.

This section aims to equip you with the essential information for configuring check-in stations, badges, and other elements crucial to attendee entry. Through step-by-step guidelines, you’ll learn how to create a smooth and efficient welcome experience. Understanding these setup procedures is key to ensuring a successful start to your event.

This section provides guidance on setting up the Check-in software. For information on configuring your Check-in settings in Visit Create, refer to Settings (Check-in).

Work through the steps in the following order:

1. At least six weeks before the event, contact your client manager to discuss your Check-in requirements and place your order.
2. Configure Check-in settings in Visit Create.
3. Make sure you can connect the Check-in to the network at the event venue. You need either a LAN cable or access to the wireless network.
4. Work through the Check-in setup
5. Refer to Using Check-in for information on performing tasks in Check-in.
6. After the event, follow the steps to Shut down the Check-in and ensure final data synchronisation occurs.

Start the Check-in

1. Turn on the Check-in computer.
2. Optional: If you are using your own laptop, you must activate the Check-in license provided by Visit Create. Activate the license by scanning the QR code. If you do not have a scanner attached to the Check-in computer, you can enter the code manually.

Connect to a network and sync your database

Internet connectivity is not required if Visit set up the event for you. Discuss these options with your client manager:

• If Visit set up the event for you, they will sync the database before delivering the Check-in laptops, and can perform another sync when you return the laptops.
• If you want a real time view of how many registrants are present, or if you want to allow visitors to register on arrival, you need an internet connection.

Check or change the internet connection

You can check the status of your internet connection, and change the connection type.

There are two network connection icons:

• Wired network icon Wired network connection.
• Wireless network icon Wireless network icon.

1. Select the network connection icon.
2. Select Open network settings.
3. Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
4. Select OK. The screen you see depends on the network connections that the computer can find. You have options to check internet connectivity, and if there is a wireless network, you can turn off wi-fi to force a wired connection.
5. To check internet connectivity:
   1. Select the Connected internet connection.
   2. Select Internet access. A success message appears if the connection is working.
6. Select Close to exit the Network settings screen.

Set up peripherals

Printer

If you rented laptops (Check-ins) and printers from Visit, the printer is already configured and you do not need to take any action.

Multiple printers can be connected to one Check-in. Setup print rules to print a specific document to a specific printer (by name).

•   A printer connection found.
•   No printer connection found.

Even if a printer connection is found, you should carry out a check to ensure that it is the printer you want to use.

Check or change a printer connection

1. Select the Printer connection icon.
2. Select Open printer settings.
3. Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
4. Select OK. You will see a list of connected printers.
5. Select a printer to display its properties.
6. Optional: make any changes. You can change the name, or set the printer as the default printer.
7. Select Apply to save changes, or Close to exit.

Add a printer

1. Select the Printer connection icon.
2. Select Open printer settings.
3. Enter the Check-in password. This password is set in your Check-in settings in Visit Create.
4. Select OK.
5. Select Add .
6. Select the printer type from the dropdown list.
7. If you select Network printer:
   • Enter the IP address.
   • Select Detect.
   • The Make, Model and Name of the printer usually appear automatically. If not, select the Make and Model from the dropdown lists and enter a name for the printer.
8. If you select USB printer:

• Connect the printer cable to the computer.
• Turn the printer on.
• Select a value from the Connections dropdown list.
• Select a Make and Model from the dropdown lists.
• Amend the name if required.
• If you want to use this printer as the default printer, select the Default printer checkbox.
• Select Add. The printer appears on the printer list.
• Check the printer connection. The Printer connection should appear like this: . If it does not, delete any printer connections and try again.

Opticon scanner

If you want to use the Check-in to assign and unassign Opticon barcode scanners to exhibitors, you must connect a scanner cradle (or ‘docking station’) to the Check-in. There are two types of cradles:

• A cradle with multiple slots (6-8), a USB cable and separate power adapter.
• A cradle with one slot and a USB cable.

The first type needs to be connected to both the Check-in (via the USB cable) and an electrical outlet (via the separate power adapter). The second type only needs to be connected to the Check-in; it receives its power from the Check-in’s USB port.

Set up the Check-in and the scanner cradle according to the following procedure to ensure that both devices function properly:

1. Connect the scanner cradle to the Check-in’s USB port using the USB cable.
2. For multi-slot cradles: connect the scanner cradle to a working electrical outlet using the power adapter.
3. Start the Check-in and log in. Refer to Start the Check-in for more information. After a few seconds, the Terminal settings dialogue appears.
4. Select Visit Connect.
5. Select Save.

Keyboard configuration

The default keyboard configuration is US. To change the layout:

1. Select the Keyboard icon .
2. Select Open keyboard settings.
3. Select the country from the Layout dropdown. You do not need to change any of the other values.
4. Select Save to apply the new layout.

Checklist

On the day of the event check the following items:

• Power up devices.
• Computer(s) status.
• Printer(s) status.
• Network connection is present.
• Keyboard configuration is correct.
• Test the scanners. Note that if you are using wireless scanners they must be located within 12 metres of the computer to which their base station is attached.
• Printing from Check-in is working.
• Auto-print after Voucher scan is working (if turned on).
• Printing after scanning barcode is working.
• Badge paper.
• Printing from Check-in is working.
• Auto-print after Voucher scan is working (if turned on).
• Printing after scanning barcode is working.
• Clips.
• Lanyards.
• Replacement ink cartridges (if printers are rented from Visit, spare cartridges are supplied).
• Self-registration form, if to be used, is working.