Access Control
With the access control, you will be able to manage, control, and give access to each participant in your event. Every attendee will have their own QR Code, which improves your access control and reduces any possible fraud in your event.
This article intends to teach you how to use the access control feature to check attendees in and out of the event and activities.
Technical Requirements
- Internet: Minimum of 1 Mbit per reading device.
- Hardware: Samsung Tablets, as well as smartphones iOS 12.0 or most recent, and Android 8.0 or most recent.
How do I enable the feature?
To enable this feature, go to Settings > Tools and click on the Pass section. Then, press Edit, and toggle the button corresponding to Access control. Press End to save the changes.
If you are unable to toggle on the button, then you need to first enable the tool at the Company level.
How to use access control
Registering the Collector profile
First, you need to create a Collector profile in the list of attendees, and with that profile, log in to the app so that it is possible to use the check-in/check-out function.
To do so, go to People > Attendees > click + Add person. Then, under Permissions select Collector, fill out the email/username and password fields, and press Create.
That's it! Now download the app and log in with this profile and password in the app (tablet or smartphone). Choose the login option, and enter the app using the user data and password of the collector previously created. Search for the event and click on it to enter. Then, you will have access to the access control mode.
Setting up the access control settings
There are two options when it comes to reading the QR codes:
- Reading the QR codes only once: burning the credential.
- Reading QR Code repeatedly: no credential burning.
Reading the QR codes only once: burning the credential
By default, the QR code can only be read once at the entrance of the event/activity. For it to be read other times, the attendees would need to perform the check-out before.
This possibility is recommended when the organizer wants greater control and security in their event, not allowing the entry of the same QR code several times.
Reading QR Code repeatedly: Access control as log
With this option enabled, the same QR code can be scanned multiple times without affecting the participant's entry status. This is ideal for events where attendees' entry is not restricted based on the QR code.
To enable this option, go to Event Tools, search for the Access control as log in the Extra section and enable the feature by toggling on the corresponding switch button.
Reading the QR codes
Regardless of the QR code reading settings, these are the options the collectors will be able to choose from when reading a QR code:
- Check-in for event: Control the entry of the entire event
- Check-out for event: Control the output of the entire event
- Check-in for activity: Control the input of an activity or session. Should be used at the entrance of the rooms.
- Check-out for activity: Control the output of an activity or session. Should be used at the exit of the rooms
After reading the QR code, you will see one of these confirmation screens:
- Green: This is a positive confirmation of input, which means that the attendee is authorized to enter the event/activity. The attendee's details will also be displayed.
- Red: This color represent negatives. It means that the QR Code has already been read or that the person is not authorized to enter that session or event.
Manually checking in attendees
Other than checking in attendees using their QR codes, you can also manually check attendees in from the Presence list. Here, you can also review the check-in status of your attendees directly from the Android and iOS versions of the mobile app.
Android app
You can manually check your attendees in by following the steps below:
- Tap on the three dots icon on the top right corner of the QR code reader.
- Tap Manual. The Presence list will be displayed, showing the name of your attendees and their check-in status.
- Tap on the attendee you want to check in. The check-in confirmation pop-up box will be displayed.
- Tap OK.
After completing the steps above, the attendee will be checked in to your event or activity.
iOS app
You can manually check your attendees in by following the steps below:
- Tap on Manual on the top right corner of the QR code reader. The Presence list will be displayed, showing the name of your attendees and their check-in status.
- Tap on the attendee you want to check in. The check-in confirmation pop-up box will be displayed.
- Tap Yes.
After completing the steps above, the attendee will be checked in to your event or activity.
Reading Stats
You can track total numbers via the app or platform.
- Mobile app: Click the Live stats at the event button and you will see how many attendees had their badges read (by activity and total event).
- Live Dashboard: On the web platform, go to Analytics > Live Dashboard and you will be able to keep track of the total number of badges read (consider total check-in readings at the event) and the total number of live people, who consider only the badges read that did not check out at the event. For further information, click here.
How do I extract a detailed report?
Search for Access Control in the quick search field or click Analytics > Checklog reports.
Click here for further information on checklog reports.
I want to perform access control per day. Is this possible?
To perform access control per day in your event, we recommend creating invisible activities in your calendar, such as: Day 1, Day 2, Day 3. It is a very useful strategy to gain control of the daily information of how many participants went to the event. Every day, you can check all attendees in and out. By doing so, you will be able to know how many attendees attended each day of the event.
To have invisible activities, you will need to disable Visible for attendees in the activities details.
How many devices can one profile access simultaneously?
If you are a company administrator, you can access the app using 5 devices. If you are an event administrator, up to 2 devices. If you are a user or a collector, just one device.