Event Attendance: Streamline Event Check-in

Event attendee tracking provides a range of benefits to organisers including greater data visibility and accuracy.

We heard that Event Coordination can be one of the most stressful jobs, so we developed our solution to make it as simple as possible for you and your team to see great results, including:

• Simplified online registration and check-in
• Automated and synchronised check-in
• Validating and minimising incorrect attendance
• Using less paper waste and more organisation
• Improved efficiency. No more searching for names. Simply scan and move on
• Setting up alerts to display notifications for incorrect attendance or if they are marked as a ‘VIP’
• Track your attendees’ journeys throughout your event – capabilities that are also essential for effective trade show lead capture

1. Register or sign in to Orca Scan
2. Create a new sheet using the Event Attendance template
3. Allow people to register to your event using Orca Forms
4. Print or download the QR codes to send to attendees
5. Download the Orca Scan Mobile app and log in
6. On the day of the event, scan the QR codes to sign your attendees in

Got more than one person hosting the event or assisting with sign ins? Check out our guide on adding users to an Orca Scan sheet.

It’s super simple to set up your event attendance sheet in Orca Scan:

1. Design your event badges using our Barcode Label Designer
2. Send your attendees their physical or digital badge
3. Download the Orca Scan mobile app
4. Select the relevant sheet
5. Scan your attendees’ QR code badges on entry, at each stand, café or function
6. If there is a problem with the QR code such as attending on the wrong day, Orca Scan will tell you

That’s it! No more clipboards and excessive sheets of paper.

Log into the Orca Scan Web App and open the side panel on the left titled ‘Labels’ to design, generate, download and print your attendee badges. When you’re happy with your badges, all you have to do is send them to your attendees either through an email or via the post if you wish to use physical ones.

If you wish to purchase labels, we recommend Avery or Dymo.

Yes! The Orca Scan Event Attendance template is pre-configured to let you know if an attendee has been marked as a ‘VIP’. You can add more triggers by:

1. Logging into Orca Scan
2. Open the triggers menu at the top of the page and add a new trigger
3. Give your new trigger a name
4. Set up your new trigger using our “If this, then that” formatting
5. Save all these changes

You can set up notifications for when an unregistered attendee is scanned by following these steps:

• Create a Data Source for Registrations: Follow this guide to set up a data source containing your list of registered attendees.
• Link the Registration Data Source to Your Scan Sheet: To ensure scans are checked against the registration list, you’ll need to link up your data source and your Orca Scan sheet. Follow these steps to get set up.
• Set Up a Trigger for Unregistered Scans
  • Open the sheet for your event
  • Create a new trigger with these conditions:
    • Go to the ‘Triggers’ button in the top panel of your sheet
    • Create a new trigger with these conditions:
    • Condition: If the barcode does not exist in the registration data source
    • Action: Send an in-app notification of type error
    • Message: Set the displayed message to “Unregistered Attendee”
• Click Save to activate the trigger
• Test the Setup
  • Scan a barcode that is registered, it should process normally.
  • Scan a barcode that isn’t registered, you should receive a notification.

The Orca Scan event tracking solution is pre-configured to only to allow a pass to be scanned once. This means that if someone tries to use a pass that has already been scanned into the event, Orca Scan will notify you and reject the pass.

With Orca Scan, you can export your sheet into a range of formats, such as Excel or PDF. Alternatively, you can use our real-time Integrations to connect your sheet directly to Microsoft Excel, Google Sheets and more, making it easier for office colleagues to read, or for end-of-event report generation.

Yes – see our step-by-step guide on importing existing attendees.

Yes, tracking inventory across venues and events has never been easier than with Orca Scan. Simply scan the equipment barcodes into our template for barcode inventory, and you’ve got a custom inventory system, company-wide, in minutes.