Relevant Links
Why and What? [Before Reading More]
Decisions and Setup [Pre Event]
- Setup the Basics
- Configure the Journey
- Determine In-person Logistics
- Enhance the Experience
Train Onsite Stakeholders [Pre Event] → See Train Attendees, Exhibitors and Staff for RingCentral Events Onsite
Troubleshooting [Event Days]
- For Software Troubleshooting, see How to Troubleshoot RingCentral Events Onsite
- For Hardware Troubleshooting, see Hardware Compatibility for RingCentral Events Onsite
Reporting [Post Event] → See Report for RingCentral Events Onsite Solutions
Why and What? [Before Reading More]
What? – This guide helps you understand how to Track Event Attendance by leveraging RingCentral Events' Check In functionality.
Why would I use it?
- Measure ROI
- Understand Active Attendance in a Venue
- Compliance
- Sharing Onsite Attendee Information among Staff
- Continuous Education Credit Tracking
- Any other reason you can think of for tracking attendance or attendee information onsite at the point of entry
Decisions and Setup [Pre Event]
Setup the Basics
Step 1 → Create the Event Creating a Hybrid event OR Creating an Onsite event
Step 2 → Configure Global Registration Settings Advanced event registration settings
Step 3 → Create Ticket Types How to create tickets
Step 4 → Add Attendees → Use 1 or more of the below options!
- Setup RingCentral Events Registration How to create a registration form
- Bulk Upload [requires Onsite Add-on or Advanced Plan] – Add attendees from wherever you may have received your list. How to bulk upload registrants
- Magic Links [requires Advanced Plan] – Invite attendees to auto-register from wherever you may have received your list. How to create and use Magic Links
Configure the Journey
Step 1 → Decide on Check-in Areas Creating and managing Onsite Check in areas
Decisions you will make:
- Will you have multiple Check In Areas?
- Check In Area Name(s)
- How will staff receive the code for setup?
Step 2 → Decide on the Check In Journey
Option A = Staff-led – Do you want staff to check Attendees using the Guest List? The Guest List mode is the administrative mode and doesn’t require additional configuration. Using the RingCentral Events Organizer App
Option B = Self-service – Do you want Attendees to check themselves in using Kiosk Mode? How to set up Kiosk Mode
Decisions you will make:
- Kiosk Name
- Design / Language on Start Screen
- Kiosk Password *Recommended
- How will attendees find themselves? (ie: scan, search, etc)
- Thank You Message
- Post Check-in Options that attendees and/or staff access
IF Option B (Self-service) → Will you want to collect signatures? How to setup signature collection for your event
Decisions you will make:
- Signature Name
- Signature Details - The text is shown to Attendees when providing a signature
- Visibility - Which ticket types will have to provide a signature. Note: These MUST be created beforehand
Determine In-person Logistics
Check In Staff & Devices
- Option A = No Additional Cost – Your Own Devices and Staff by Downloading the Organizer App on iOS or Android and then signing in (How to log in to the RingCentral Events Organizer app).
- Option B = Additional Cost – Hire Technicians and Rent/Buy devices through Certified In-person Logistics Suppliers.
Enhance the Experience
Would you like to add a Floor Plan? (max of 10) How to add floor plans to your event
Decisions you will make:
- Name of Floor / Area / Building
- Image (PNG, JPG or PDF)