The premium paid Event check-in and badges module, that can be used in two ways:
- Fully provided by SpotMe/Onomi Professional Services
OR - Fully self-service, using SpotMe/Onomi Onsite Box
The below article provides information on the full offer that is available when using the solution through SpotMe/Onomi Professional Services.
For more information on what the solution offers when used self-service, with SpotMe/Onomi Onsite Box, pleaser refer to the SpotMe/Onomi Onsite Box information sheet.
If you are interested in using onsite event check-in and badge printing, please contact your SpotMe Account Manager for more information.
What is onsite event check-in and badge printing?
Onsite event check-in and badge printing is designed to provide event organizers with a fast, comfortable and effective way to check-in their in-person event attendees when they turn up at the venue.
There are two check-in approaches that can be used: assisted check-in or self check-in.
For each of these approaches, depending on the configuration, attendees can check-in using a previously communicated personal QR code (created in Backstage or using third party platforms) or they can identify themselves using a search function.
Optional onsite badge printing can also be used for either of these approaches, with different types of badges available depending on the configuration.
In this article, we will provide a description of the functionalities and accessories that are available when using event check-in and badge printing.
How can I set this up for my event?
Please note that to set-up and use onsite event check-in and badge printing, a strong and stable internet connection is required at the venue.
Event check-in and badge printing is entirely set-up and configured by SpotMe services.
This includes the Backstage configuration and the onsite equipment.
The solution is tailored specifically based on your event needs. To find out how to best use onsite event check-in and badge printing for your events, please contact your SpotMe Account Manager.
Assisted or self event check-in and badge printing?
Assisted check-in is perfect if you are looking to provide the most comfortable hands-free attendee check-in experience, fully done on behalf of the attendees by a dedicated host/hostess.
Self check-in is ideal if you are looking for a fast and efficient check-in experience, that is fully done by the attendee. Helpdesk is also available to assist if needed, and to handle walk-ins (unexpected or even VIP attendees).
When using assisted or self check-in, the solution is flexible with regards to how assisted you wish to make the attendee's check-in journey. For example, you could use any of the following scenarios:
Scenario 1:
100% assisted check-in approach, that is fully hands free for the attendee. The host/hostess scans the attendee's QR code or performs the search, verbally verifies the attendee's information with the participant, prints the badge, prepares it with the lanyards, and then gives it to the attendee.
Scenario 2:
50% assisted check-in approach, where the attendee uses the kiosk to scan their QR code or use the search, checks their information, and chooses whether or not to print the badge. Then the host/hostess prepares the badge with the lanyard, and gives it to the attendee.
Scenario 3:
100% self check-in, where the attendee fully self checks-in, prints and prepares their own badge, and attaches it to a lanyard.
When using badge printing, it is important to remember that depending on the badge type, your attendees or your event team will need to retrieve the badge from the printer, prepare it, and attach it to a lanyard. Some badges are adhesive and need to be folded, therefore this step may be better handled by the event team.
For example, for scenario 1, as your event team will definitely be handling badge printing and preparation, you may wish to benefit from a more durable tear-resistant badge that needs to be folded and is adhesive.
For scenarios 2 and 3, as your attendees will be retrieving and preparing the badges themselves, you may wish to use badges that are easier to prepare, such as non adhesive badges. More information on use cases and recommendations.
Why use onsite badge printing?
Onsite badge printing is optional, and can be used as part of the event check-in process whether the attendee goes through self check-in or assisted check-in.
With onsite badge printing, you will be printing your attendee badges if and when they actually arrive at the venue. It therefore avoids printing unnecessary badges for events with large potential audiences, and is also perfect for handling unexpected or last-minute (walk-in) attendees.
Attendee journey
Below is an overview of the attendee journey, whether you choose to use assisted check-in or self check-in for your event. It shows each step of the way, from the moment the attendee arrives at the check-in desk up, until they are checked-in and leave the desk.
Assisted check-in desk example
Typically, for an assisted check-in desk, there are two main solutions:
- Event host/hostess fully checks-in the attendee using a kiosk that can be equipped with a handheld scanner, or with an iPad.
- Attendees use one of multiple kiosks to check-in, by scanning their QR code or using the search.
If badge printing is used alongside assisted check-in, then the event hosts/hostesses would take care of printing and preparing the badge for the attendees. This way, printers, lanyards, and other accessories are accessible to event staff only. They are out of sight of the attendees, so the check-in desk is neat and tidy.
Self check-in desk example
For a self check-in desk, the attendees use would tend to use one of multiple kiosks to check-in, using QR the code scan or the search. If badge printing is enabled, they would also print their badge, take the badge from the accessible printer and attach it to an available lanyard.
You'll notice in the example below that each kiosk has an associated printer that is accessible to the attendee, with lanyards available for self-service.
How does the check-in interface look?
Below you will find examples of how the user interface can look on the kiosk or an iPad, during the check-in process for attendees or hosts/hostesses. The branding used here is an example and is fully customizable.
1 - Selecting what mode to use:
2 - Select the mode you will use: "Search" or "Scan my QR code":
3a - Assisted check-in (host mode), checking in attendee using QR code scan:
3b - Assisted check-in (host mode) checking in attendee using Search:
4 - Verification of attendee information before confirming check-in:
5 - Optional / if enabled - Collect the attendee's signature:
6 - Attendee is now checked-in and has the option to print their badge:
Designing your badges
We offer a wide range of badge types that you can choose from, specifically designed for your events.
For an overview of the badges that includes pictures and characteristics, please refer to our Onsite badging guide.
The type of badges available for your event is dependent on your SpotMe plan:
Basic / Premium / Professional / Pre-printed.
Zebra EasyPaper (Basic)
Zebra TearTough (Basic)
Pre-printed carton + stickers (Basic)
Epson EasyPaper (Premium)
Epson TearTough - 4x6 inch (Premium)
Epson TearTough - ExpoBadge 260T (Premium)
CreditFlex (Professional)
MaxiCard (Professional)
EcoPlus (Pre-printed)
Below you will find some important information regarding the badge designs, including design templates, recommendations, and the deliverables needed to print your badges.
Zebra EasyPaper (Basic plan)
Description:
- 4x6 inch laminated paper badge, with glossy finish.
Design requirements & recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Requires pre-printing of the background (see “pre-printed” layer in the template file).
- Onsite printing on the pre-printed badge, using a Zebra ZD621 direct thermal printer (only in black).
- Different lanyard attachment options are available: double rounded punch hole or crocodile clips. For better resistance, use double clips only. Do not use single clips.
- Avoid having important design elements around the punch hole.
- Important: We recommend using badge holders to prevent tearing caused by the clip during events.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 203 DPI), required to configure the badge in Backstage.
Design template file:
Zebra TearTough (Basic plan)
Description:
- A 4x6 inch laminated badge, tear resistant with glossy finish.
Design requirements & recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Requires pre-printing of the background (see “pre-printed” layer in the template file).
- Onsite printing on the pre-printed badge, using a Zebra ZD621 direct thermal printer (only in black).
- Different lanyard attachment options are available: single (default) or double rounded punch hole or crocodile clips.
- Avoid having important design elements around the punch hole.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 203 DPI), required to configure the badge in Backstage.
Design template file:
Pre-printed carton + stickers (Basic plan)
Description:
- A 4x6 inch pre-printed laminated carton badge with glossy finish.
- 3x3 or 4x3 adhesive stickers with a clear or white background, printed in black only.
- Stickers are printed onsite and can be placed on the badge, or even on the attendee's clothing.
Design recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Requires pre-printing of the background (see “pre-printed” layer in the template file).
- Onsite printing of the sticker using a Zebra ZD621 direct thermal printer (only in black), that is then attached to the pre-printed badge, or clothing.
- Different lanyard attachment options are available: single (default) or double rounded punch hole or crocodile clips.
- Avoid having important design elements around the punch hole.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage.
Design template file:
Epson EasyPaper (Premium plan)
Description:
- 4x6 inch laminated paper badge, with matte finish.
- Different lanyard attachment options are available: double rounded punch hole or crocodile clips. For better resistance, use double clips only. Do not use single clips.
Design requirements & recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Full color printing onsite using Epson Colorworks printer.
- Avoid having important design elements around the punch hole.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage.
Design template file:
Epson TearTough - 4x6 inch (Premium plan)
Description:
- 4x6 inch laminated tear-resistant paper badge, with glossy finish.
- Different lanyard attachment options are available: single (default) or double rounded punch hole or crocodile clips.
Design requirements & recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Full color printing onsite using Epson Colorworks printer.
- Avoid having important design elements around the punch hole.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage.
Design template file:
Epson TearTough - ExpoBadge 260T (Premium plan)
Description:
- 5.43 x 4.05 inch laminated tear-resistant paper badge, with matte finish.
- Different lanyard attachment options are available: single (default) or double rounded punch hole or crocodile clips.
Design requirements & recommendations:
- Can be a mirror badge or have a different design on front and back of the badge.
- Full color printing onsite using Epson Colorworks printer.
- Avoid having important design elements around the punch hole.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage.
Design template file:
CreditFlex (Professional plan)
Description:
- 2.125 x 3.375 inch, PVC credit card format badge, with glossy finish.
- Lanyard punch hole optional and not required if using badge holders or magnet strips.
Design requirements & recommendations:
- Uses a different design on front and back of the badge.
- Onsite printing on an Evolis Primacy card printer. This is a full color printer that allows full color printing on the front of the badge. Back of the card can be pre-printed.
- Text pulled from the workspace (metadata) can only be added to the front of the badge.
- Avoid having important design elements around the punch hole, if applicable.
- The badge is printed edge-to-edge and not over the edges. This creates a very light shaded border around the edge of the badge. For badges that use lighter colors, this will be barely visible. For badges that are full color and use darker colors, the border may be more visible.
- To avoid this, you can design your badge within the print area and stay off the edges (see example in the template file).
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage).
Design template file:
MaxiCard (Professional plan)
Description:
- 3.5 x 5.5 inch, PVC card format badge, with matte finish.
- Different lanyard attachment options are available: single (default) or double + rounded or square (default) punch hole, or crocodile clips.
Design requirements & recommendations:
- Uses a different design on front and back of the badge.
- Onsite printing on an Zebra zc10L PVC card printer. This is a full color printer that allows full color printing on the front of the badge. Back of the card can be pre-printed.
- Text pulled from the workspace (metadata) can only be added to the front of the badge.
- Avoid having important design elements around the punch hole, if applicable.
- The badge is printed edge-to-edge and not over the edges. This creates a very light shaded border around the edge of the badge. For badges that use lighter colors, this will be barely visible. For badges that are full color and use darker colors, the border may be more visible.
- To avoid this, you can design your badge within the print area and stay off the edges (see example in the template file).
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
- Export of background layer (CMYK export, JPG, 300 DPI), required to configure the badge in Backstage.
Design template file:
EcoPlus (Pre-printed plan)
Description:
- 5.83 x 4.13 inch, seed paper badge with matte finish.
- Use double clips only. Do not use single clips.
Design requirements & recommendations:
- Onsite printing is not available. Badges must be preprinted.
- Design only possible on the front of the badge.
- Do not use a solid color or image for the background; use a white (natural paper color) background.
- Keep the use of large solid color objects to a minimum in the design, and instead use gradient filler or just outlines.
- Make sure there is an edge margin of at least 0.5 cm.
- Use double clips only. Do not use single clips.
Design deliverables:
- Complete Adobe Illustrator file.
- Export of background layer (PDF format), required for pre-printing.
Design template file:
What types of lanyards are available?
There are four main types of lanyards that you can choose from for your badges:
What types of kiosks are available?
There are two types of kiosks that are available for use for your events.
The standard kiosk that has a metal stand, and the advanced kiosk with its own pedestal.
Standard kiosk:
- Brandable kiosk with a metal stand, designed to be placed on a table or a counter.
- Can be used by host/hostess (for assisted check-in) or by attendees (for self check-in), with or without badge printing.
Advanced kiosk:
- Can be used standalone on a counter or table, or has its own pedestal available as an option.
- To be used by attendees for self check-in, with or without badge printing.
- Additional branding possibilities (full kiosk and pedestal).
- Integrated printer is hidden within the unit.
Use cases and recommendations
Below are some use cases and suggestions for using check-in and badge printing, based on the characteristics of your event, the badge type you wish to use, the check-in type, and even the check-in time frame that you have.
Do you want to have one or multiple badge designs for your event?
If you have just one badge branding, then perhaps you can use preprinted branding.
If you have multiple badge brandings, it may be easier to use fully printed onsite.
Will the badge be easy to prepare and attach to a lanyard?
Most badges are easy to prepare, such as the non adhesive badges, and are suited for full self check-in and badge printing. However if you are using adhesive badges that need to be folded, and that the check-in time window is tight, you may wish to use assisted check-in.
If you are interested in using onsite event check-in and badge printing, please contact your SpotMe Account Manager for more information.
How to reset/erase the event check-in data in the workspace
If needed, and especially after performing any necessary event check-in testing prior to going live with the event, you can reset or erase all the previously collected event check-in data.
This will allow you to be sure that the collected event check-in data excludes any data related to testing. To note, all check-in data is erased when resetting event check-in data, including any collected signatures.
This is done via the Check-in tab in Backstage, by clicking on the Reset check-in data button:
You will need to confirm the reset in order to proceed. Please take note of the warning message: This may have an impact on how data appears in your attendance tracking report. This action is permanent and cannot be undone.
Event check in reporting via the dashboard
In the workspace dashboard, you can access the Event check-in and badge printing report for your event.
Based on the selected time range and the additional metadata you want to choose to include when generating the report, you will find the following information in the report. There are three tabs in the report:
Summary tab
In this tab you will find a summary of information for the event as a whole:
-
Attendees expected: This includes all attendees on the user list in the workspace, excluding users whose RSVP status is "Pending" or "No", or whose status is "Cancelled". To note, the user list can be populated using a registration page, by user list upload, or via API import.
Attendees expected = attendees checked in + attendees not checked in. - Attendees checked in: Number of attendees who have already checked in to the event.
- Attendees not checked in: Number of attendees who have not yet checked in to the event.
- Unique badges printed: This is the number of unique attendee badges that have already been printed. It does not include duplicate or reprinted badges.
- Total number of badges printed: This is the total number of badges printed, including duplicate or reprinted badges.
User summary tab
In this tab you will find a summary of information per individual attendee:
- User information: ID (fp_ext_id) + first name + last name + email address + any any other metadata that was selected when creating the report.
- Checked in: Is the attendee checked in or not at the time of downloading the report? Yes/No
- Last check in date and time: This is the latest date and time that the attendee checked-in.
- Badge printed: Was the badge for this attendee printed at least once? Yes/No
- Last badge print date and time: This is the latest date and time that the attendee's badge was printed. N/A is displayed if the badge was not printed.
User details tab
In this tab you will find a list of each individual action (check-in or badge print) that was recorded for each attendee. Each individual action for each attendee is on a single row, with the date and time.
- User information: ID (fp_ext_id) + First name + Last name + Email address + any other selected metadata when creating the report.
- Action: This can be "Check-in" or "Badge print".
- Date and time: Date and time when the action took place.
- Signature: If the "Collect signature" setting is enabled as part of the check-in process, this column will include the collected signature embedded as an image.
Comments
0 comments
Please sign in to leave a comment.