Manage check-in and access

The “Welcome & Access” module gathers everything related to welcoming participants on event day: badge templates, checkpoints, check-in monitoring, and scanning devices.

Within a session, the “Welcome & Access” sidebar section gives access to:

• “Badge templates” — see Design a badge template;
• “Checkpoints”;
• “Check-ins”;
• “Devices”.

Checkpoints

A checkpoint represents a physical or logical crossing point: main entrance, conference room, badge printing kiosk…

Create a checkpoint

1. Open “Welcome & Access” → “Checkpoints”.
2. Select “Create checkpoint”.
3. Fill in the fields:
   • “Name” and “Description”;
   • “Type”: “Generic” or “Badge printing”;
   • “Status”: “Active” or “Inactive”;
   • “Control mode”: how the crossing is validated;
   • “Direction mode”: “Entry only”, “Exit only”, or “Both”;
   • “Linked place” and “Linked program item” (optional): to attach the checkpoint to a room or a program session.
4. Select “Create”.

Tip

When opening an existing checkpoint, its “ID” is displayed with a “Copy” button — useful when configuring scanning devices.

Access rules

The “Rules” tab of a checkpoint defines who can pass, and when. Select “Add rule” then configure:

• “Rule type”: participant category, ticket type, registration status, payment status, field value, presence or absence of a tag, program time window, capacity, one-time-only crossing, cooldown between crossings…
• “Status”, “Priority”, and the “Message” shown to the operator.
• “Active from” / “Active until”: validity period of the rule.

Depending on the chosen type, extra parameters appear: allowed values, participant categories, tags, “Capacity” with “Allow overbooking” and “Overbooking limit”, “Duration (seconds)” for cooldowns, etc.

Note

Advanced rules require the advanced access control feature to be included in your subscription.

Monitor check-ins

The “Check-ins” page lists every recorded crossing, in real time.

• Filters: “Checkpoint”, “Participant” (name search), “Result”, “Direction”, “From” / “To”.
• Columns: “Scanned at”, “Direction”, “Result”, “Reason”, “Checkpoint”, “Participant”, “Source”, “Program item”.

Click a row to open the check-in summary: crossing details, participant identity (with a “View” link to their record), and technical metadata (device, operator…).

Create a check-in manually

1. Open the relevant participant’s record.
2. In the “Check-ins” block, select “Create”.
3. Fill in “Checkpoint”, “Direction”, “Result”, and “Scanned at”.
4. Select “Create”.

Note

Deleting a check-in is restricted to the Owner, Admin, and SuperAdmin roles.

Print badges in bulk

From the “Participants” page:

1. Check the relevant participants (or the whole page).
2. Select “Print X badges”.
3. A PDF gathering all badges opens in a new tab, ready to print.

If some participants cannot be printed (not validated or without a badge template), a “Some badges were skipped” notification shows how many were left out — the other badges are still generated.

The “Print badge” action remains available on each row for a single print.

The “Onsite” role

The “Onsite” system role is designed for welcome teams on event day: operational on-site access for check-in and participant assistance.

An Onsite user:

• only sees the “Participants” module within the session;
• can search participants and print badges (including in bulk);
• cannot export participants, save advanced queries, or delete data.

Assign this role from the organizer settings — see Manage roles and permissions.

Continue with

• Design a badge template
• Manage participants
• Manage roles and permissions