Once you’ve configured your self-check-in device, follow these best practices to ensure reliable performance and a professional on-site experience.
1. Device Placement and Setup
Choose a Stable Surface:
Place the device on a stable, flat surface such as a check-in counter, registration desk, or kiosk stand. Avoid handheld use during check-in.Position for Easy Access:
Ensure the device’s camera faces the attendee approach path. Keep the screen at a comfortable height and angle for scanning QR codes quickly.Maintain a Clear Area:
Avoid placing signage or other items that may block the camera or confuse attendees.Ensure the device is secure:
We recommend purchasing a device enclosure that will allow you to secure the device to a table and protect it from theft or damage. This extra step is especially important if the self-check-in device will not be monitored by event staff.
2. Lighting Conditions
Use Bright, Even Lighting:
Good lighting helps the camera detect QR codes faster. Avoid glare or direct sunlight shining on the device screen or camera lens.Avoid Backlighting:
Position the device so attendees aren’t standing in front of a strong light source, which can cause shadows or reflections that interfere with scanning.
3. Power and Connectivity
Keep Devices Plugged In:
Whenever possible, connect devices to a reliable power source to prevent battery loss during the event.Use Backup Power:
Consider a portable battery pack or UPS backup for extended sessions or outdoor events.Ensure a Stable Internet Connection:
A strong, stable Wi-Fi connection ensures check-ins are recorded in real time. Test connectivity in advance and avoid networks with captive portals or timeouts.
4. Device Security
Use the 4-Digit Access PIN:
The Access PIN prevents unauthorized users from exiting Self Check-In Mode or changing settings. Keep this PIN confidential among staff.Physically Secure the Device:
Use a kiosk enclosure, locking tablet stand, or cable lock to secure devices in public areas.Monitor Device Access:
Assign staff or volunteers to supervise high-traffic areas and provide assistance if attendees need help.
6. Capacity Planning
Once you’ve configured your self-check-in device, follow these best practices to ensure reliable performance and a smooth on-site experience.
Plan for Average Scan Time:
A good assumption to make is that each self-check-in typically takes about 20 seconds. This helps you estimate how many attendees a single device can process during your planned check-in window.
Calculate the Number of Self-Check-In Devices Needed:
Use this formula to calculate how many devices you need, use:
Number of devices = (Attendees / Check-in window in minutes) × 0.3
This assumes each device can process roughly 3 attendees per minute.
Example:
If you expect 300 attendees to check in over 30 minutes:
300 attendees / 30 min × 0.3 = 3 devices
Thus, you should round up and prepare 3 devices.
Optimize for Speed:
If you need faster throughput, consider adjusting these settings in the Event Manager App > Schedules section > Settings tab in your self-check-in configuration:
Disable Manual Check-In unless needed.
Ensure that the After Scan setting is set to "Automatically scan another QR code"
Ensure the correct Camera Selection is chosen for quickest QR code acquisition.
These optimizations can help reduce scan time per attendee and keep lines moving efficiently.
5. Testing and Maintenance
Perform a Test Check-In:
Before your event starts, scan a few sample confirmation codes to verify check-ins are registering correctly.Check Camera and Sound:
Ensure the selected camera functions properly and the optional “Beep on Scan” sound is audible in your event environment.Keep Software Updated:
Use the latest version of your browser and operating system for best performance and security.
6. Event Day Tips
Have Spare Devices Ready:
Set up at least one backup device in case a primary device fails or needs to be reset.Use Printed QR Codes if Needed:
If connectivity issues arise, attendees can still check in manually by confirmation code (if allowed in your configuration).Regenerate Keys if a Device is Lost or Compromised:
If a device is misplaced or compromised, regenerate its Device Configuration Key in the Event Manager App to immediately invalidate access.
By preparing your devices and environment carefully, you’ll ensure a fast, secure, and reliable check-in experience for your attendees.