Check-In Systems to Report Who’s Attended Your Live Events

Check-In Systems to Report Who’s Attended Your Live Events

If your company is like most, you are trying to navigate how to safely bring people in your organization together for large gatherings. In this solutions exploration article, we dive into the use cases and requirements for managing employee attendance data for your company’s live in-person events.

Use Case

As offices are reopening, workers are coming back to the building and attending live virtual town hall meetings. For many companies and functions, in-person events are an important part of the culture.

At the same time, as the world continues to adjust to this pandemic era, the health and safety of employees remains the top priority.

Your organization should take steps to oversee employees’ return to the workplace and monitor outbreaks in order to maintain the health and safety of employees. Therefore, companies should have certain policies in place for anyone organizing an event and maintain data on physical attendance.

Challenge

The logistics to gather and manage this information is cumbersome, time-consuming, and poses a health risk if long lines and crowds form at event entrances accurately and safely. There is no one quick solution out there for internal organizations to manage live event attendance.

Solution

Technology today allows us to design and build an Internal Live Event Attendance application to be used by event organizers, attendees, and accessible by any committees responsible for employee health and wellness.

• Allow internal event organizers to digitally manage events and attendance
• Allow employee attendees to easily register and check in at event locations
• Allow leadership to access the live event attendance data
• Keep all data within the secure and private environment in your organization

1: Setting up an event

• Organizer – Can create a page for the event which will contain event name, event dates/times, event description, location/physical rooms, attendee capacity, and the ability for attendees to register for the event
• Organizer – Once organizers create the page, they will receive an email with instructions on how to set up their event’s Check-In page and event capacity on mobile devices or iPads
• Organizer – Can share the link to their event page within their communications to their attendee audience

2: Registering for an event

• Attendees – Can visit the event page and register by filling out their name and email address
• Attendees – Once audiences submit the registration form, they see a screen that confirms their registration and provides instructions on how to access the event using their personal QR code
• Attendees – Once audiences register and a few days before the event, they receive an email with a link to their QR code which they can download and save as an image, print out and bring to the event, or refer back to the URL

3: Showing up to an event

• Organizers – Can setup an iPad outside the entrance of the event room displaying the event Check-In page
• Attendees – Can approach the iPad and see instructions to check-in to the event by displaying their QR code to the iPad camera, or registering using a form
• Attendees – Once attendees scan their QR code (or register), the Event Check-In page displays a confirmation message with the attendee’s name, the updated number of people in attendance, and the remaining seat capacity
• Organizers – Can set up any smartphone with a camera to be an alternative method to check-in or register attendees. Organizers can use the Event Check-In page on their smartphones to scan Attendee’s QR code or fill out a registration form on the attendee’s behalf
• System – if at any point the event has reached its capacity, the system will display a “max capacity” message to additional attendees looking to enter as well alert event organizers
• Organizers – Can view an Event Admin page at any time to view the total capacity and current capacity of their event, see any questions attendees have submitted, a list of all attendees registered, and a list of all attendees checked-in

4: After the event

• Organizers – At the end of the event, organizers use their Event Admin page to mark the event as complete. This would update the event page, remove the ability to register, and alert the Return to Work Team
• System – After the event, an email is sent to the Return to Work Team notifying them that the event has concluded and includes a link to download a CSV file with the names and email addresses of all attendees
• Leadership – Has access to a page/repository where they can download all CSVs of all events

Summary

Managing live attendance and the data around who’s been around who for you large in-person events is both important and doable. It will take time and resources to get it up and running, but it can contain outbreaks throughout your organization.

If this is a solution that resonates with your organization’s needs, we hope this article helps you get started in thinking through your approach and solution. As a starting point, you can share this with your leadership and IT teams. We’re also here and would love to geek out about it with you. Contact us to set up a time with our team and learn how we can build this for you.