The Event Check-in app is here!
The Event Check-in App (ECIA) makes attendance tracking easier than ever. No more swiping cards – now you can scan event passes with a smartphone! This user-friendly app is designed to streamline event check-ins and make managing attendance a breeze.
For students, this app will allow for easy check-in and check-out at events using a QR code Event pass that is unique to them and will be used during their entire time as a Brock Badger.
Key Benefits
- No extra equipment is required – it only requires a smart device like a phone or a tablet.
- Attendance tracking is updated in ExperienceBU in real-time! No more Excel spreadsheets or data entry!
- The app will verify and display the account when scanned – so you will know that a student’s participation has been captured
- Inviting community member or guests to your event? No problem! With the app, event organizers can add non-Brock users by simply entering their email address
- Allows for check in AND check out – allowing you to manage room/event capacity in real-time!
- There is no limit to the number of attendance takers – you can have as many people helping with check-in as you’d like! Multiple people can be scanning students in with their own phones – saving time and line-ups.
- The real-time tracking, check-out and room capacity features allows organizers to be aware of and control the number of people in a room
How it works
The app simplifies attendance tracking by using smartphones or tablets to scan event passes, removing the need for traditional card-swiping hardware. The process requires two key components:
- Event Pass: Similar to a mobile boarding pass, it’s unique to each user and linked to their ExperienceBU account. All users have an Event Pass they can access through the user profile in ExperienceBU. Like a boarding pass, they can save it to their wallet or take a screenshot and save it to their phone.
- Mobile App: Event hosts (not attendees) need to download the free Campus Labs Event Check-In App from the Google Play Store or Apple App Store to scan the Event Passes.
An example Event Pass.
Using the Check-in App
The other half of the equation is scanning passes with the Campus Labs Event Check-in App, this process is a breeze. Attendees DO NOT need to download an app to be checked in, only administrators who are checking users in.
Before the Event
- Download the App: Staff or student volunteers who will be checking in attendees should download the Campus Labs Event Check-in App prior to the event
- Note: only users with Brock credentials can check-in attendees as the app requires authentication
- Save the Access Code: Make sure all check-in staff have your event’s unique Access Code. You’ll find the code in the Event Attendance section of the Admin view of the event details.
At the Event
- Start Session: Enter the access code, log in using your Brock credentials, and you’ll be directed to the event’s check-in page.
- No internet? or poor connection? Choose “Offline Scan” to store scans locally until you are able to connect to a stable internet connection.
- Check-in: Scan event passes to check someone in or if an attendee doesn’t have their Event Pass, tap “No Pass?” below the scanning area or select “Lookup” from the bottom menu. You can search by name or email, then tap the correct attendee to check them in. To add a guest, click “Add Guest,” enter their email address, and submit.
- Check-out (optional): When attendees leave, they can be checked out by scanning their Event Pass again. The app records each check-in and check-out time, which can be viewed later in the event report.
Final steps
- Online Scan: Once your event is over, your attendance data is automatically saved, and you can simply close the app. To end your session, tap your profile picture and select End Session.
- Offline Scan: Before exiting the app, ensure you select Sync Attendance Data to upload the attendance information to Engage. The app will remind you to sync if unsynced data is detected when ending the session.
event check-in app for Event Organizers
event pass for attendees
Event organizers can download step-by-step instructions for the Event Check-in App on the ExperienceBU Training Hub.