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 4.0 or most recent.

How do I enable the feature?

To enable this feature, go to Settings > Tools > scroll down until you see the Pass section. Then, press Edit, and make sure the Access control checkbox is checked. Press End to save the changes.

Access control in Settings

If instead of seeing a checkbox, you see No or Purchase, there might be two reasons why that is happening:

  1. You will need to enable this feature at the company tools. To do so, go to the company level, and click Account > Tools in the menu on the left-hand side. Then, scroll down until you see the Pass section, press Edit, and make sure the Access control checkbox is checked. Press End to save the changes.
Access control in company tools
  1. If you went to the company tools and instead of seeing the checkbox, you still saw Purchase, this means that this feature is not included in the plan you have purchased. Click here to check which features are included in each plan.

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.

Permissions Collector in attendees page

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. 

If you are using an Android device, after logging in with the collector profile, the user will be redirected to the access control screen. If you are using an iOS device, after logging in with the collector profile, you will see the app as a normal participant. Thus, you must click on the menu and select the Access Control option.

Setting up the access control settings

There are two options when it comes to reading the QR codes:

  1. Reading the QR codes only once: burning the credential.
  2. 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, 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. 

To enable this option, go to Event Tools, search for the Access control as log in the Extra section and enable the feature by ticking the corresponding checkbox.

Access control as log
If you have enabled the Access control as log, but now you want to go back to the original configuration, you can disable the Access control as log tool and 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.

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:

  1. Check-in for event: Control the entry of the entire event
  2. Check-out for event: Control the output of the entire event
Reading the QR codes
  1. Check-in for activity: Control the input of an activity or session. Should be used at the entrance of the rooms.
  2. Check-out for activity: Control the output of an activity or session. Should be used at the exit of the rooms
Check-out for activity

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. 
  • 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.
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 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 stats at the 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.

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.

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