Skip to main content

Officially introducing the automatic check-in feature at the event

· 4 min read

If you have to organize an event with a large number of attendees, what do you need to do to ensure that every aspect of the organization runs efficiently? After many years of attending and organizing various events, the CourseMind team has realized that automating this process is a crucial requirement for event organizers.

The feature of checking in via QR Code and displaying a welcoming message on a large screen is a way to make attendees more enthusiastic.

1. Create the event, upload the attendee list.​

1.1. You enter the name of the event you want to create.​

ce2

1.2. You enter a description for the event.​

ce3

Then, you click [Finish] to finish creating the event.

The successfully created event interface will appear as shown below.

ce4

1.3. Event Management​

In the Administration tab, you can manage various event details such as:

  • General Information: Name, description, and public status of the event.
  • Time: Set the start and end times for the event.
  • Event Type: Specify whether it's an Online or Offline event with the corresponding link.
  • Ticket: Provide a link for ticket sales.
  • Event Banner.
  • Event Logo.
  • QR Code: The event's QR code.
  • Delete the event.

ee3

After setting up the event details, below is the screen displaying the event content for registrants:

event-step-5

2. Upload the Check-in List & Generate QR Codes​

Select the "Administration" option from the toolbar.

ee2

In the Administration section, access the Check-in section.

cce1

Here, you can upload the attendee list for check-in.

Click on Upload list of participants

cce2

You should pay attention to the instructions on how to create this participant list file when uploading.

cce3

Currently, the platform supports uploading files in CSV format. To obtain this file, you can export it from Google Sheets or Excel as shown below. The list should include the following columns:

  • id: To uniquely identify each attendee.
  • name: The name of the attendee.

cce4

Below is an example of a list created using Google Sheets. You can download this list in CSV format.

cce5

In the event management screen, you upload the file you just exported to the system.

The system will automatically add participants one by one.

cce6

After the system has added all the attendees, each person will be assigned a corresponding QR Code. You can use this code to send to their email.

cce7

Display the QR code for a specific participant.

cce8

3. Automatic Check-in at Event​

To check-in at the event, you need to use a phone that can scan QR codes through a photo capture app or you can install some QR code scanning software.

You need to make sure you have successfully logged into the CourseMind system on the web interface that opens when scanning the QR code.

cce9

This login process occurs only once.

The screen will display when you successfully scan the QR code.

cce10

4. The Welcome Screen for Participants​

One of the ways to make participants feel excited when participating in your event is to display a welcome message on a large screen during check-in.

You can display this screen on a monitor using the screen button located in the upper right corner.

cce11

This check-in screen will update in real-time every time an attendee successfully checks in.

cce12

With this tool, you can ensure that the event participation process becomes swift and creates a professional impression for attendees. As a result, the image of your company/organization will be enhanced.

Wishing you effective utilization of this feature on the [CourseMind platform].(https://coursemind.io/).