Visitor check-in & Associate a smart badge & Print labels

With beamian organizer mobile App, you can validate visitors entrances by checking the visitors in, but you can also associate a smart badge to visitor's data and print a visitor label.

All the previous actions can be done individually or simultaneous at the accreditation stage. If you just want to validate visitors' entrances, read our article about checking visitors in the event.

This article covers the following topics:

Before you get started

Installing the beamian organizer mobile App

  • If you are using beamian equipment to check-in visitors, learn more about famoco devices, how to connect them and their buttons and softkey. The famoco has the mobile application installed by default.
  • When using your own mobile devices available for the event you have to install beamian organizer mobile App (the mobile app is only available for android). Ask the beamian team to give you access to it. Moreover, you must make sure that your mobile devices have an NFC reader so that you can associate visitors with a unique smart badge

Log in & Settings

  • Log in to the app with your event organizer credentials (email address and password) or credentials for the staff access.

    app-log in
  • Tapchange event button(change event button) to choose your current event.

    app-change session
  • Tap menu button-1 (menu button) > Settings > Welcome and Access settings.
  • To perform visitors check-in only, choose Perform check-in. If you also want to print visitor identification labels, tap Print label. And to associate a unique smart badge to visitor’s data, tap Associate NFC. Select all the three options if you want to check visitors in, print visitor labels and associate a smart badge simultaneously.


    log and settings - Visitor check-in  Associate a smart badge  Print a attendee label
  • To choose which visitor data is displayed when searching for a visitor (by default, the visitors' names and emails are displayed) tap Choose fields to be displayed and select the fields that will differentiate the search by visitor.

choose fields to be displayed

Visitor check-in & Print label

  • Tap Welcome.
  • Tap edit session button (edit session button) and choose the Check-in session.

app - welcome - edit session

  • Automatic: Tap qr code (bottom-left) to use the camera on your mobile device and scan the visitor’s QR Code (printed or digital). Then, if the visitor data is correct tap Submit. Once you tap Submit the visitor’s status turns Entered and the visitor label is printed at the same time. The printers must be set up correctly.

1 qr code

2 qr code

  • Manual: Tap seacrh bar button (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap seacrh bar button in the search bar. Click on the visitor's name and tap Confirm. Then, if the visitor data is correct tap Submit. Once you tap Submit the visitor’s status turns Entered and the visitor label is printed at the same time. The printers must be set up correctly


    app - check-in- manual 1
    print label - check-in - manual 2

Tip: You can create different label layouts on the beamian platform. For example, you can have a layout for the visitor identification label, for the press, for speakers and so on. At the check-in stage, you can choose which label you want to print depending on the visitor's profile, by tapping print a new label(in the upper right) and choosing the layout.

Visitor check-in & Associate a smart badge

  • Tap Welcome.
  • Tap edit session button (edit session button) and choose the Check-in session.

    app - welcome - edit session
  • Automatic: Tap qr code (bottom-left) to use the camera on your mobile device and scan the visitor’s QR Code (printed or digital). Then, if the visitor data is correct, associate a smart badge to the visitor’s data by touching the smart badge on the mobile device NFC reader (usually on the back of the device). And automatically all actions will be triggered: visitor check-in and the association of the smart badge to the visitor.
    .

    1 qr code
    2 qr code
  • Manual: Tap seacrh bar button (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap seacrh bar button in the search bar. Click on the visitor's name and tap Confirm. Then, if the visitor data is correct, associate a smart badge to the visitor’s data by touching the smart badge on the mobile device NFC reader (usually on the back of the device). And automatically all actions will be triggered: visitor check-in and the association of the smart badge to the visitor.


    app - check-in- manual 1
    associate NFC - manual 2

Visitor check-in & Print label & Associate NFC

  • Tap Welcome.
  • Tap edit session button (edit session button) and choose the Check-in session.

    app - welcome - edit session
  • Automatic: Tap qr code (bottom-left) to use the camera on your mobile device and scan the visitor’s QR Code (printed or digital). Then, if the visitor data is correct, associate a smart badge to the visitor’s data by touching the smart badge on the mobile device NFC reader (usually on the back of the device). And automatically all actions will be triggered: visitor check-in, visitor label printed and the association of the smart badge to the visitor. The printers must be set up correctly


    1 qr code

    2 qr code

  • Manual: Tap seacrh bar button (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap seacrh bar button in the search bar. Then, if the visitor data is correct, associate a smart badge to the visitor’s data by touching the smart badge on the mobile device NFC reader (usually on the back of the device). And automatically all actions will be triggered: visitor check-in, visitor label printed and the association of the smart badge to the visitor. The printers must be set up correctly.

     

    app - check-in- manual 1
    NFC-check-in-print label- manual 2

Please note: If you are using the manual mode, we suggest typing only one or two names of the visitor, so that the search is more effective. Spaces between names or letters also count for the search.

Tip:  If you are using the automatic mode, when scanning visitor’s QR Code on mobile devices, keep the visitor’s QR Code away from the sunlight or artificial light. You can adjust the brightness on the mobile device to makes it easier to read the QR Code.

Visitor status

There are four different types of visitor’s status:

green mark Entered visitor

red mark Exited visitor

blue mark Registered visitor

grey mark Unregistered visitor

 

You can check the visitor's status either on the visitor list or on the screen that shows the visitor's registration information.

  • visitor list

attendee list

  • registered visitor (example)

regsitered example

  • entered visitor (example) 

entered example 

Welcome panel

The Welcome panel allows you to know how many visitors have entered at your event. If you tap refresh button (refresh button) you are updating the visitors counting.

number of attendings

Regarding the visitor information screen, you are able to edit the visitor’s name by tapping change user name and print the visitor’s label, by tapping print a new label.

 

change visitor name

change label