Table of Contents
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The check-in process sets the tone for an unforgettable field event experience. A smooth, efficient check-in delivers a great guest experience and kick-starts the event on the right note.
Attendee journey on event day
At Goldcast's Field Events, we've reimagined the check-in process for your in-person events by eliminating printed guest lists, paper badges, and endless queues. Our streamlined check-in process doesn't require guests or check-in staff to download extra apps on their phones. The check-in staff scan the unique QR code of event attendees (which they would have received via email) and gain access to the event - without any extra waiting.
Here's a walk-through of the guest experience on event day.
Step 1
Guests arrive at the venue. The venue is mentioned in the emails they received from the event organizer.
Step 2
Attendees show the QR code they received in the registration email.
Pro Tip: We recommend attendees download and save a copy of the QR code on their mobiles to account for scenarios where they might have poor or unstable internet connectivity at the venue.
Step 3
The check-in staff uses the check-in website to scan the guest's QR code using their tablet or smartphone. The attendee is marked as checked-in and proceeds to the event room.
Overview of the check-in website
Goldcast's check-in website for field events eliminates and alleviates the hassles of the check-in process. Here's how it simplifies attendee check-in on event day:
- The check-in website allows you to check in people by scanning their unique QR codes, making the process speedy and efficient.
- Does someone not have access to their QR code? You've got this. The website allows you to search/filter attendees using their name, email, or company and manually check them in.
- The check-in site works even with poor internet connectivity. Even if the connection is spotty, you can still continue checking in people without any interruptions or delays. Once connectivity is restored, the website syncs attendance data once connectivity is restored.
- It updates in real-time and gives the event organizers and check-in staff a quick glimpse of the number of attendees who have checked in and those who have yet to turn up. It also has up-to-date info on any new registrations without you having to refresh manually.
- The check-in site syncs attendance data to your CRM or MAP, provided you have enabled these integrations in the Goldcast Studio.
How to use the check-in website?
Using the check-in website is intuitive and user-friendly. Here's a run-through of its different features and functionalities:
Open the check-in site
- Log in to Goldcast Studio and open your preferred field event.
- Click the Check-in Site quick link on the left navigation panel.
- You can also access the site via the magic link shared with the check-in staff.
Scan QR codes
Click the Scan button at the top right of the check-in website to turn on the camera.
Heads up! Instruct the check-in team to turn on the requisite camera and other device permissions beforehand to quickly scan attendees' QR codes without delays at the venue.
Check-in attendees manually
Sometimes, attendees might have registered for the event but will not have the QR code at hand. In this case, you can check them in manually.
On the check-in site, click the attendee you want to check in manually. You can also use the Search bar at the top-right to search for attendees using their name, email or company. Click on the attendee's profile and click the Check In button to complete the process manually.
Undo check-in
If you've accidentally marked check-in for an attendee, you can reverse the action by following these steps:
- On the check-in website, select the attendee for whom you want to reverse attendance. Use the search/filter buttons to search for a specific attendee.
- Click the undo check-in button to reverse the check-in.
Register On-Site and Check-in
If you have walk-in (unregistered) guests on venue day, you can register and check them in instantly via the check-in website.
- Click the +Add Registrant button on the check-in site.
- Enter the details of the guest
- Mandatory: First Name, Last Name, and Email
- Optional: Company, Title, and Notes
- Click Register & Check-In.
View and edit registrant details
On the check-in page, you can click on a registrant's name to view and edit the information collected during registration.
Note: If you’re using external forms for registration, only the fields that have synced to Goldcast will be displayed here.
Adding notes
When checking in registrants at the venue, you can utilize the Notes field (which is a standard Goldcast field) to include any guest preferences or additional notes about each registrant. The information collected via this field can be seamlessly synchronized with your integrated systems (CRMs and MAPs) through field mapping. This ensures that all relevant data collected during check-in is transferred to your systems efficiently.
Heads up! Ensure that you have set up field mapping to sync the data collected in the Notes field to your connected integrations. Check here for step-by-step instructions on setting up the field mapping for the Notes field.
View check-in status
The check-in counter on the bottom right displays real-time updates of the number of guests who have checked in.
Filter attendee list
Click the All Registrants filter on the top-left to filter registrants based on their check-in status, such as Checked In, Not Checked In, Waitlisted, Canceled, and All Registrants.
Offline check-in
Goldcast allows you to continue checking in guests even if your internet connection is unstable or temporarily interrupted. In this scenario, the check-in site will display an alert at the top indicating the device'syou're offline status. However, the site is still usable, and you can continue marking guest attendance.
A few points to note about using the check-in website with poor/no internet connectivity:
- You need stable internet connectivity to load the site initially and pull up the guest list. So, if your event venue is offsite or in a remote location with spotty internet connectivity, we highly recommend opening the check-in site on your device before you reach the venue.
- You can note the Sync Pending status against guests you checked while offline. These won't sync to the devices of other check-in staff in real time. They get updated only when the internet connection is restored. At this point, all pending syncs occur automatically and instantly.
- Do not close the check-in site prematurely when you have unsynced guests or while offline. This might result in a permanent loss of guest attendance data.
Add check-in staff
Check-in staff are the people who manage attendee check-in for your field event. Here's how you can add check-in staff for your event:
- Login to Goldcast Studio using your credentials.
- Select your preferred in-person event from the Events list.
- Navigate to Program → Check-in Staff using the left navigation panel and click the New Check-In Staff button.
- Click Create.
Each check-in staff receives a dedicated magic link to access the event's check-in site.
Note: This magic link is not restricted to a single user. If you prefer, all your check-in staff can use the same link.
Train check-in staff
We recommend a quick training session before the event so check-in staff can get familiar with the process.
Checklist for training check-in staff
- Share the link for the check-in site with all members of your check-in team.
- Test if they can access the site from their mobile device, such as a smartphone or tablet.
- Familiarize the check-in staff with the various features such as:
- Scan QR codes using the back camera of their device to check in attendees.
- Check-in attendees manually without using QR codes.
- Use the Search icon to filter attendees based on their name, email, or company.
- View and edit registrant information by clicking on the details of individual registrants.
- Register walk-in guests and check them in.
- Sort the check-in site by name or company.
- Filter attendees based on their check-in status.
- Undo check-in.
- Verify if the check-in staff have enabled device permissions to scan the QR codes.
Best practices for checking-in attendees on event day
Follow these best practices on event day for seamless check-in:
- Instruct attendees to open the QR codes they received via email. Alternatively, they can access the check-in QR code link via the calendar invite they would have received during registration.
- The check-in staff use the check-in website (which they can access via the magic link they received from the organizer) to scan attendee QR codes.
- Alternatively, check-in staff can search for registrants and mark them as checked in without scanning the QR code.
- During check-in, you can distribute the attendee kit (if you provide one) and direct attendees to the event conference room/hall.
