Setup Check-In and Badge Printing with Eventact Arrival

May 12, 2024 | 10 min read

Check-in and Badge Printing with Eventact

Eventact Arrival is a cloud-based solution designed for both staff-operated and self-check-in at events. As a standalone app, it can be used independently. However, when integrated with Eventact Registration, it offers a more streamlined and efficient experience for event organizers and attendees.

Key Benefits for Event Organizers:

• Seamless data synchronization: Automatically and real-time sharing of information between the two platforms, eliminating manual data transfer.
• Reduced Workload: Say goodbye to uploading and downloading registration data before and after the event.
• Ongoing Registration: Keep online registration open during the event, with no cut-off date.
• Flexible Check-In: Register attendees on-site at the Arrival Desk or enable self-check-in with the Arrival Kiosk.
• Scalability: Support events of all sizes, from small gatherings to large conferences.
• Real-Time Insights: Monitor check-in progress and session attendance as they happen.
• Offline Functionality: Keep the check-in process running even with limited internet connectivity.
• Personalized badges: Get a professional-looking badge printed on-site.
• Low Bandwidth Requirements: Internet connectivity at event venues can be unpredictable. Eventact Arrival is designed to work in low-bandwidth environments, including cellular networks.

Core Components:

Eventact Arrival includes three components:

1. Arrival Desk: A web-based application that empowers event staff to efficiently manage attendee check-in, print badges, and track attendance. Accessible on any device with a standard web browser, including desktops, laptops, tablets, and smartphones running Windows, Android, or iOS.
2. Arrival Kiosk: A web-based application for kiosks that allows attendees to check in independently using their QR codes or registration numbers. This eliminates the need for manual check-in by staff and provides a convenient experience for attendees and a cost-effective solution for organizers.
3. Arrival Printer: A software application for Microsoft Windows that controls printers and manages badge printing. It enables the seamless sharing of a printer among multiple Arrival Desks and Kiosks and makes it easy to work with a wide range of printers that support Microsoft Windows OS.

Intended Audience

The information in this document is best suited for Eventact users with basic technical experience in using the Eventact registration management module and setting up printers.

Badge Design and Configuration

Badge settings can be configured either from the Eventact back office or within the Arrival Desk settings. Changes made in one location will automatically be reflected across all Arrival Stations.

1. Access Badge Settings: Go to Registration > Arrival > Badges in the Eventact back-end.
2. Edit the Default Badge: Click on the pre-designed badge to enter edit mode.
3. Customize Badge Content:
   • Line Order: Rearrange the order of lines (e.g., Name, Company) by dragging and dropping.
   • Edit Lines: Modify content by clicking the pencil icon on a line, replacing existing text with plain text or tokens (e.g., {Account.Full Name} for the attendee’s full name).
   • Add New Lines: Add text, QR codes, barcodes, or images.
   • Format Badge Text: Adjust alignment, font style, and size.
   • Style Options: Apply bold, underlined, italic, or negative effects.
   • Position: Set the exact location of each line using X and Y coordinates.
4. Advanced Badge Conditions (Optional):
   • Define criteria for printing badges, such as attendee role or ticket type.
   • Restrict badge printing based on specific registration statuses or form completions.
5. Duplicate Badges (Optional): Create copies of existing badges and modify lines or conditions as needed.

Arrival Desk

The Arrival Desk is designed for event staff to efficiently check-in attendees and print badges. It allows operators to:

1. Quickly check-in pre-registered guests.
2. Register new guests on-site.
3. Edit details of pre-registered guests.
4. Scan and validate tickets for sub-events.
5. Track attendance for specific sessions and generate analytics.

Requirements:

1. Device: A laptop, PC, or tablet with a standard web browser.
2. Camera or QR Code Scanner: Use the device's built-in camera or an external scanner for better performance.
3. Internet Bandwidth: A 5 Mbps download and 2 Mbps upload speed is recommended.

General Setup:

1. Access Arrival Desk Settings: Log in to the Eventact back office. Navigate to the "Registration" tab. Click on "Arrival."
2. Select the Registration Forms: Select the pre-registered attendees who will be visible in the Arrival Desk app by selecting specific registration forms and filtering registrants based on registration status.
3. Enable New On-Site Registration (Optional): If you plan to allow on-site registration, select the registration form that will be used for new attendees.
4. Configure Guest Information Display: Determine which attendee details will be displayed to the Arrival Desk operator.
5. Arrival Desk Users Each operator must log in to the Arrival Desk, so you'll need to create individual Eventact user accounts for them. A separate Eventact user for each operator is recommended for increased security and control, but for simplicity, all Arrival Desk operators can use the same login system.

Once the Arrival Desk and user accounts are set up, you can share the Arrival Desk link with the event check-in desk operators.

Settings for Each Arrival Desk

On each desk, access Settings and enter the printer ID to which the desk will print the badges.

Instructions for Arrival Desk Operators:

1. Open the Arrival link on the operator's computer.
2. Once entering the link, on the log-in page.
3. Find the relevant project and click on it.
4. Decide to Preload Data or Skip.

   "Preload Data" means that the data of all participants list will be loaded and stored locally on the computer for a quicker search and for Backup in case the Internet drops. All of the data will be synced back after the internet comes back.

5. On the top right part of the screen Click on the Gear Icon ⚙.
6. Set the Printer ID: Set the same Printer ID used on the Eventact Printer.
7. Search status: Select what registration statuses the stewardesses will be able to find (this needs to be done separately for every desk).
8. Desk: give a number or ID to every desk (useful if tracking from which every CHECK-IN has been performed).
9. Camera: Open\close the camera depending on if scanning the registrant's QR Codes via the camera is needed.

Arrival Kiosk

The Arrival Kiosk is a self-service check-in solution for attendees, optimized for touchscreens but compatible with laptops, tablets, and other devices. It allows attendees to check in independently without staff assistance.

Requirements:

• Device: Any laptop, PC, or tablet with a standard web browser.
• Touch Screen: Optimized for touch interface.
• Keyboard: Required for on-site registration; not needed for pre-registered attendees.
• Camera or QR Code Scanner: Use the built-in camera or an external scanner for scanning QR codes or barcodes.
• Internet Bandwidth: A download speed of 2 Mbps is sufficient.

Operation

Upon arrival, attendees can quickly check in by presenting the QR code received via email to the device camera or entering their registration code. The app will verify their registration status and, if approved, automatically print a personalized badge.

How to set up an Arrival Kiosk?

• Deploy Arrival Kiosk: Configure settings for multiple stations, including which pre-registered attendees can self-check-in, and allow on-site registration if needed.
• Customize Messages: Adjust text and messages displayed on the kiosk. These include:
  • Welcome message
  • Message when registration code is not found or allowed
  • Registration code reminder Email/SMS text
• Install the Kiosk: Open the Arrival kiosk link (get it from the Eventact back office) on each Arrival Kiosk device. Enter the following details on the installation page:
  • Kiosk ID: Choose any unique number identified in the Kiosk.
  • Printer ID: The printer ID to which the desk will print the badges.
  • Event ID: You can get it from the back office of Eventact.
  • Event password: Get it from the back office of Eventact.

Eventact Printer

The Arrival Printer app is a Microsoft Windows application that controls printers and manages badge printing for the Eventact Arrival system. You need to install the printer app and connect it to a printer. In the settings, you need to enter the EventID, Password, and a unique Printer ID in the Eventact Arrival Network.

Requirements:

• Device: A Windows PC or notebook functioning as the Print Server.
• Network: Requires an Internet connection.
• Bandwidth: Minimum 5 Mbps download and 2 Mbps upload speeds recommended.

Installation Steps:

• Download Eventact Printer: From the Eventact back office, go to 'Registration' -> 'Arrival' and download the installation file.
• Install Software: Run the ".exe" file, install .NET Desktop Runtime if required, and complete the installation.
• Connect to Printer: Launch the Eventact Printer app, enter the event ID, Arrival Password, and Printer ID, and select the printer and badge size.

Note! It is recommended to run Eventact Printer on computers where a printer is connected directly to a local USB port.

Printer Troubleshooting Tips

• Verify the setup: Confirm that the EventID and Printer ID in Eventact Printer match those in the Arrival Desk and Arrival Kiosks.
• Verify Internet Connectivity: Ensure stable connections for all devices.

Check Printer Status

• Pause Mode: Verify that the printer is not in pause mode.
• Connectivity: Ensure the printer is physically connected and not disconnected.
• Paper Jam: Check for any paper jams that might be preventing printing.

Print a Test Page

• Print Quote: Open "Printers & Scanners" and double-click your printer to check the print queue. Delete all printing jobs and try again.
• Test Page: Print a test page to isolate the issue between Windows and the printer.

Troubleshoot Windows Printer Spooler

1. Restart Spooler: If test page printing fails, restart the Windows Printer Spooler service. In the search box on the Windows taskbar, type services, and then select Services. Find and double-click Print Spooler in the list of services. Select Stop, wait for the service to stop, and then select Start.
2. Check Spooler Files: If the issue persists, check for any corrupted files in the spooler directory.
3. Unplug and restart your printer.
4. Install the latest driver for your printer.

Additional Tips

• USB Connection: If using a USB connection, try a different port or USB cable.
• Power Cycle: Unplug your printer and computer, wait a few minutes, and then plug them back in. Restarting can often fix temporary issues and restore functionality.
• Check for Errors: Look for error messages on the printer's display or Windows Event Viewer.

Frequently Asked Questions

The event venue offers two options for internet connectivity: a single shared high-bandwidth connection or individual lower-bandwidth connections for each device. Which option is generally better for Eventact Arrival Stations?

For Eventact Arrival Stations, a single shared high-bandwidth connection is typically the better option.

Here's why:

• Efficiency: A shared connection can more effectively handle the varying bandwidth demands of multiple devices, optimizing network resources.
• Performance: A shared high-bandwidth connection can provide better performance during peak usage at a single station.

However, If individual connections are included in the venue's standard offering, they might be more cost-effective, especially for smaller events. Also, individual connections can be more resilient to network issues, as they are less susceptible to congestion.

Additional Support

Please don't hesitate to contact our support team for further assistance. Your feedback is valuable to us as we strive to improve our resources.

Read more about the Eventact check-in module here.