This Express Action automates the check-in process using the Attendee App and either a beacon, or a printed QR code (displayed on a sign or wall in the registration area). The Auto Check-In component has to be in the Attendee App, and the Auto Check-in Express Action needs to be running. Then either of the below will trigger auto check-in:
Beacon signal trigger: When an attendee walks into a registration area, and their attendee app is running (and bluetooth operating), their app will detect the beacon signal and this will automatically check in the attendee and print their name badge.
Location QR Code trigger: The attendee can use their app to scan a location QR code (e.g. on a sign or wall) to trigger the same action of checking in and having their badge printed automatically.
Setting up Auto Event Check-In
Before you start if you want name badges to print as part of auto check-in, make sure each registration type has a name badge assigned to it.
Add at least one Auto Check-in component to your Attendee App.
Then be ready to run the Express Action onsite.
You need to set up at least one computer to run the Auto Check-In Express Action (in EventsAir) which is what makes the associated actions (checking in/ printing name badges) happen.
You can have multiple computers running the Express Action, each connected to one printer [make sure you remove other printers such as 'print to PDF' printers], and then you can allocate different beacons or QR codes to each one. This is extremely useful for large registration areas, or even multiple locations.
Each computer running the Auto Check-in Express Action in EventsAir must have the browser instance set to "Kiosk Mode" for this to run correctly. Kiosk mode is a feature in Windows operating system (OS) allowing a device to run only specified applications and settings. [Note - don't confuse this with an actual Self Check-in Kiosk, which is a different EventsAir feature: a portal that also runs in kiosk mode.]
To prepare to run the Auto Check-In Express Action, you need a shortcut that will put your EventsAir browser in Kiosk mode:
- Close Chrome completely, including from the system tray - right-click Chrome and select "Exit".
- Create a new shortcut for Google Chrome on your desktop: right-click the desktop, select New > Shortcut, then browse to C:\Program Files\Google\Chrome\Application\chrome.exe." [or wherever your Chrome executable file is located]
- Right-click on your shortcut and select Properties.
- In the Target field, you'll see a link to the Chrome executable file (ending in chrome.exe"). We'll add the two "switches" that tell Chrome to open in kiosk mode, and be ready to print immediately. Insert your cursor after the quotation mark ["], type a space, then type the following: --kiosk-printing --kiosk [then your EventsAir URL, where you're running the Express Action]
- The setting for your Chrome shortcut target could now look something like this:
"C:\Program Files\Google\Chrome\Application\chrome.exe" --kiosk --kiosk-printing URL (your EventsAir URL)
Select Apply and then OK.
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On the day, onsite
You would only run the Auto Event Check-In Express Action after all printers are set up and made available to your onsite computer(s).
When you're ready to run Auto Check-In:
Make sure Chrome is fully closed, including from the system tray. [If Chrome is already running, the shortcut would open a normal Chrome window instead of kiosk mode, and won't work.]
Have your default printer set correctly (remove any other printers, including 'print to PDF' printers].
From your desktop, double click on the shortcut icon you set up earlier. This will open EventsAir in full-screen kiosk mode.
A prompt appears to tell you you should be in kiosk mode. This will appear whether or not you're in kiosk mode.
Navigate to the Express Action, add the Location/Queue name unique to this computer. Each computer running this Express Action is given a unique name, such as Print Queue 1 or Onsite Check-In 1.
The other specific settings for Auto Event Check-In are:
Action - Choose either Print Badge and Check-In, or Check-in Only, depending on your specific requirements.
Process Check-Ins from - Select which Attendee App(s) you want to process check-ins from (you'll see any where the Auto Check-in component has been added).
Successful Event Check-In App Message - Enter the heading and message to display in the Attendee App when the attendee has been successfully checked-in.
Unsuccessful Event Check-In App Message - Enter the heading and message to display in the Attendee App when the attendee is not checked in, due to incomplete payment, or other reasons.
Optional Personalized Check-In Message - Enter the Note Type used to write a personal message to a specific attendee. Upon successful check-in, the personalized message is displayed in the attendee app. (For example, if you create a "check-in message" note type, then use filters to add different content to different attendees' notes.) However the message only appears briefly.
While the Express Action is running, you'll see a small wi-fi icon on the Auto Check-In Express Action page.
To close the screen, select alt+F4 on your keyboard.
Setting up Auto Check-In in the Attendee App
This article has more information about adding Auto Check-In within your Attendee App.
Buying your own beacons?
If you purchase beacons directly from EventsAir, all settings are preset and the beacon is ready to use. If you purchase your own beacons, you will need to program several items within the beacon.
For more information on setting up beacons you have purchased on your own, please read this article.