Access Control

A quick way to authorize attendees' entrance into the event or activity.

Manage, control, and give access to each participant. Every attendee will have their own QR Code, this way, it improves your access control and reduces any possible fraud in your event. You are able to gather information on how much time each attendee spent on each activity through our integrated panel, which is accessible through premium sponsors analysis.

Technical Requirements

  • Internet: Minimum of 0.5 mb/s Per reading device
  • Hardware: Samsung Tablets with Android 4.0 or later

How do I enable the feature?

Click Settings > Tools. In the InEvent Pass section, enable Access Control.

Access control tool on Settings.

How to use access control

Register 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. Click here to learn how to do so.

Do not change the other users' profiles on the platform, because they will not be able to interact properly in the event. If you need to create a profile for collecting leads, it is a distinct process that you can read more about here: Data Collector/leads

That's it! Now log in with this profile and password in the app (tablet or smartphone) and you will have access to the access control mode. 

Reading the QR Code only once (burning the credential)

In this first option, the QR Code can be read only once at the entrance of the event/activity. To be read other times, you must check out. This possibility is recommended when the organizer wants greater control and security in his event, not allowing the entry of the same QR Code several times.

Open the app on your phone or tablet and choose the login option. Enter the app using the user data and password of the collector previously created. Search for the event and click on it to enter. 

The organizer can choose from 4 options for Access Control:

Check-in Event

Control the entry of the entire event

Click: Reader for event check-in to select this option

Check-out Event

Control the output of the entire event

Click: Reader for event check-out to select this option

4 options for Access Control.

Activity Check-in

Control the input of an activity or session. Use at the entrance of the rooms

Click: Reader for activity check-in and choose the activity in question

Check-out the Activity

Control the output of an activity or session. Use at the exit of the rooms

Click: Reader for activity check-out and choose the activity in question

Activity check-out and check-in.

After reading, 3 confirmation screens may appear:

  • The first is positive confirmation of input, which will be green. This means that the attendee is authorized to enter the event/activity. 
  • The second and third options represent negatives and will be red. They mean that the QR Code has already been read or that the person is not authorized to enter that session.
For this QR Code process, consider that there should be a read point at the exit of the event/activity, so you do not display a negative on an attendee who has authorization

Reading QR Code repeatedly (No credential burning - Access Log)

In this option, the same QR Code can be read more than once, similar to barcode readers. It is recommended for events that will not bar attendee input. The process of reading and choosing (event or activity) is the same as that of burning with a QR Code. 

The difference will be the read confirmation screens, in which only the positive confirmation and the invalid QR Code will be displayed (you are not authorized to enter the event/activity). To enable this option, go to Event Tools. Then search for the Access Log in the Extra section. Enable the feature.

Sign in to the app, only after enabling the Access Log

Is there a difference between Android and iOS in access control?

Yes, there are differences in the operating systems.

  • Android: after logging in with the collector profile, the user will be redirected to the access control screen.
  • iOS: After logging in with the collector profile, the user will see the app as a normal participant. Thus, he must click on the menu and select the Access Control option.

Reading Stats (live)

You can track total numbers via the app or platform.

  • In the app, go to the Statistics section and click on Event Statistics to track how many attendees had their badges read (by activity and total event).
  • On the web platform, go to Analytics > Live Dashboard  (read Analytics / Reports for more details). You can 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.

How to extract a detailed report?

Search for Access Control in the quick search field or click Marketing > Registration > Access Control. See more in Check log Reports.

I want to perform Access control by day, is this possible?

To perform access control by day in your event, we recommend creating invisible activities in your calendar. It is a very useful strategy to gain control of the daily information of how many participants went to the event. In them, the check-in and check-out readings will be made.

If you would like to use this option go to - Agenda Management to find out how to set your activity to invisible.

I have enabled the access log, but now I want to go back to the original configuration with the QR code burning, how do I do this?

  • If you want to change the reading mode, first access the Event Tools menu and disable the Access Log.
  • Then log out of all read devices and log in again to reset the access control system.
Just closing the App and opening again will not be enough, you need to log out from every cell phone/Tablet

How can I direct my promoters to use the access control system on the day of the event?

We have a simple step-by-step article to help guide and train your promoters.

Access our article here: Guidance for promoters: Access control.


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