Meeting Check-In (Onsite)

Feature Purpose:

This feature allows organizers and participants to mark meetings as complete through various check-in methods. It ensures accurate tracking and completion of scheduled meetings which helps organisers to track the conversions.

Working with the Feature:

Method 1: Manual Check-In:

1. Performed by Organizer:

   • Organizers can manually check in participants via the admin panel.

   • Navigate to Networking & Matchmaking>>Meetings>>Table Meeting List

   • Use the interface to mark meetings as complete.

Later this information can be extracted using the Meeting Export file.

Method 2: Scan Badge Check-In:

There are different variations for Method 2:

1. Participant Badge Scan using Event Mobile Application:

   • Participants can check in by scanning the badge of another user through the event's mobile application.

   • This action triggers marking as complete for the current meeting between these users, if such a meeting is scheduled.

2. Autocomplete Outside Meeting Time:

   • In the admin panel, under Networking & Matchmaking>>Meetings, there is an “Autocomplete outside meeting time” setting.

   • When enabled, scanning a badge marks as complete all confirmed meetings between these users, regardless of when the scan occurs

Method 3: Scan Table QR Code:

1. Table QR Code Scanning:

   • Scanning the QR code at the meeting table sends a request to the backend to verify if there is a confirmed meeting happening at that moment.

   • If a confirmed meeting does exist, that meeting is marked as complete.

Possible Scenarios for Method 3:

• Inside the App:

  • When the QR code is scanned within the event app, a message will be shown: “Request to mark meeting as complete was sent.”

• External Scanning:

  • If the QR code is scanned using the phone camera or an external scanner, the mobile browser will open a landing page with the message: “Request to mark meeting as complete was sent.”

Troubleshooting:

1. Manual Check-In Issues:

   • Ensure that the correct meeting is selected and marked as complete in the admin panel.

   • Verify that the user has the necessary permissions to perform manual check-ins.

   • Ensure you are connected to a good network, else you won’t be able to click on the checkbox

2. Badge Scan Issues:

   • Ensure that the badge scanning feature is enabled in the mobile app.

   • Confirm that the “Autocomplete outside meeting time” setting is configured correctly, if applicable.

   • Check for any network connectivity issues that might prevent the completion signal from being sent.

3. QR Code Scan Issues:

   • Verify that the QR codes are properly generated and placed at the meeting tables.

   • Ensure that the QR code scanning functionality is enabled in the app and that the backend is configured to process these requests.

   • Confirm that the mobile browser can open the landing page and display the confirmation message.

For best results:

• Verify all configurations and settings in advance of the event to ensure the accuracy and reliability of the meeting check-in process.

• Provide comprehensive training and documentation to both organizer staff and participants to enable effective use of these features.