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 Hopin Onsite
Troubleshooting [Event Days]
- For Software Troubleshooting, see How to Troubleshoot Hopin Onsite
- For Hardware Troubleshooting, see Hardware Compatibility for Hopin Onsite
Reporting [Post Event] → See Report for Hopin Onsite Solutions
Suggestions to improve our guide? Please submit them via this form and we will see what we can do! Feedback is always welcome! Thank you!
Why and What? [Before Reading More]
What? – This guide helps you understand how to Track Event Attendance by leveraging Hopin’s 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 Setting up the event registration details and waitlist
Step 3 → Create Ticket Types How to create tickets
Step 4 → Add Attendees → Use 1 or more of the below options!
- Setup Hopin’s 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 Hopin 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 Hopin 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)