Check Guests into Sessions Using Location Scan

This article explains how to set up rooms and location scanners and how guests are checked into the ongoing session at the room entrance.

WHAT IS LOCATION SCAN?

With Location Scan, a shared device is placed at the entrance to a room. Each scanned badge checks the guest into the session currently taking place in that room. This allows you to see how full your sessions are. If an exhibitor is linked to the session, the check-in automatically becomes a lead for them.

REQUIREMENTS

Before you start, you need:

• at least one room under Content > Rooms
• sessions with this room in the Agenda Builder
• the Location Scanner role enabled under ScanMyLead > PWA Roles

PREPARE ROOMS FOR SCANMYLEAD

1. Open Content > Rooms and click Create location, or open an existing room.
2. Under ScanMyLead settings, enter the Capacity. ScanMyLead uses this to calculate occupancy.
3. Optionally add the Type and Where the room is located, for example, “to the left of the main entrance”.
4. Click Save.
5. In the Agenda Builder, assign the appropriate room to each session under Location.

SET UP THE LOCATION SCANNER

Open ScanMyLead > PWA Roles, enable the Location Scanner role and click Configure > Scanner settings.

1. Under Shared locations, enable the rooms where scanning will take place. Use Set as default to define the default location.
2. Under PIN, enable the Allow PIN login option. Click Generate new to create a new PIN.
3. Under PIN delivery, enter the Contact addresses that should receive the PIN, as well as the Subject and Content. Use the placeholders {{pin}}, {{event_name}}, {{app_link}} and {{location_name}}.
4. Click Save and then Send PIN.

Alternatively, assign the role under Access via a guest field: guests with the corresponding field value automatically receive the role and log in with their personal code.

Under Privacy, you can enable Do not display guest data. The scanner will then only show whether a check-in was valid, but not the guest’s name.

CHECK GUESTS IN AT THE ROOM ENTRANCE

1. On the scanner device, open the link from the PIN email.
2. Under Location, select the room and enter the PIN.
3. Tap Log in.
4. Scan the guest’s badge.
5. Confirm the check-in with Confirm check-in.

The screen shows the check-ins for this session in relation to the capacity, the active room and the session currently taking place. Use the switch button next to the room to select another shared room.

ANALYSE OCCUPANCY

Under ScanMyLead > Locations & Sessions, you can see room sizes, session capacities and the occupancy of each session. Detailed figures are available under ScanMyLead > Reports > Sessions.