Manage Participants – Check-in Only Mode

Overview

The Check-in Only Mode allows users to manage participant arrivals efficiently without involving any badge printing workflows. This mode is designed for fast, simplified check-ins, mobile-friendly usage, and seamless operation with kiosk and QR scanning functionalities. Users can search participants, register walk-ins, check them in, and generate reportseven in environments where printing is not required.

Step-by-Step Approach

1. Select Badge Printing or Check-in Mode

• Open an event and click on the hamburger icon at the top left corner.

• Navigate to the Participants section.

• Choose between Badge Printing Mode or Check-in Only Mode depending on operational needs.

• Select Check-in Only Mode to enable a simplified interface focused solely on check-ins.

2. Check-in a Participant via Name Search

• Open the Check-in interface.

• Search for a participant using a combination of first name + last name.

• Select the correct participant from the list.

• Click Check-in to update their status to Arrived.

3. Manually Add a Participant via Add Walk-In

• Click the Add Walk-In button.

• Enter the participant details.

• Select one of the statuses:

  • Registered

  • Arrived

• Save the record to add the participant.

4. Use Check-in Only Mode Without Print-Related Requirements

• This mode hides all print settings, badge templates, and printing workflows.

• The interface focuses entirely on search, check-in actions, walk-ins, and scanning.

5. Use Check-in Mode in Mobile View

• Access the system from a mobile device or enable responsive view.

• The UI adjusts automatically to provide a clear, touch-friendly layout.

• All core features remain available: search, check-in, walk-ins, and scanning.

6. Access the Kiosk Mode

• Click the Kiosk Mode button from the top-right menu.

• The system launches the self-service kiosk interface.

• Participants can check themselves in without staff assistance.

7. Access the QR Scan Menu Item

• Open the application menu.

• Select the QR Scan option.

• Use the device camera or an external scanner to scan participant QR codes.

• The participant record opens automatically for check-in.

8. Configure Handheld Scanner Setup

When using an external barcode scanner, click the Handheld Scanner Setup button. A configuration popup appears allowing you to optimise scanner detection settings.

The popup includes the following options:

• Scan a code to auto-detect settings
  Scan a sample barcode in the Test scan field to allow the system to detect the code format automatically.

• Detected code
  Displays the scanned value.

• Detected code length
  Shows the number of characters in the scanned barcode (e.g., 8).

• Recommended gap between characters (ms)
  Defines the time delay between characters sent by the scanner.
  Example default: 200 ms.

• Ignore same codes for (ms)
  Prevents duplicate scans within a defined time window.
  Example default: 3000 ms.

• Enabled checkbox
  Activates or deactivates the duplicate-scan prevention setting.

• Save / Cancel buttons
  Click Save to apply the configuration or Cancel to discard changes.

This setup ensures accurate QR or barcode scanning and prevents multiple unintended check-ins caused by rapid duplicate scans.

9. Generate Reports for Participants

• Navigate to the Reports section under Participants.

• Select from available reports such as:

  • Check-in Summary

  • Participant Status Breakdown

  • Walk-in Overview

• Export the reports as needed for event operations.