Checking In and Event Participant Records
When a person is checked in and the person is "checked in" (Event Participant record created or updated) as the labels print. The Participant record is visible on the Event record immediately.
But if there is a printer error that prevents the labels from printing, the Participant is not "checked in" (Event Participant record not created or updated). The error will need to be addressed and the person will need to be checked in again.
When using Check-In Kiosk, a Participant will appear differently in search results based on how the Event, Group and Rooms are set up in the Platform.
When checking in (or re-checking in) an expected Event Participant with a status of "Registered" or "Attended," the Group and Room are determined by the related Groups & Rooms record. After checking in, the explicit Group and Room fields are set on the Event Participant record for reporting purposes. If the person is in a Group associated with a Room associated with the Event, their Group Role will be included on Event Participant record.
In the rare (and not recommended) scenarios when the Group or Room field is set on the Event Participant record before the Event Participant has checked in, the following matrix will help you determine how the Group and Room are determined. If the Event Participant record has:
Explicit Group Participant | Explicit Room | Group in Event > Rooms & Groups | Qualifier | Result |
---|---|---|---|---|
True | True | True | If Groups Match |
Shows 'Registered' using explicit Group and explicit Room |
True | True | True | If Groups Don't Match |
Shows 'Registered' using explicit Group and explicit Room and 'Expected' for each Group via Rooms & Groups |
True | True | False |
Shows 'Registered' using explicit Group and explicit Room |
|
True | False | True | If Groups Match |
Shows 'Registered' using explicit Group, determines Room via Rooms & Groups |
True | False | True | If Groups Don't Match |
Shows 'Registered' using explicit Group, looks for Room Reservation sans Group and 'Expected' for each Group via Rooms & Groups |
True | False | False | Shows 'Registered' using explicit Group, looks for Room Reservation sans Group | |
False | True | True | If Rooms Match | Shows 'Registered' using explicit Room and 'Expected' for each Group via Rooms & Groups |
False | True | True | If Rooms Don't Match | Shows 'Registered' using explicit Room and 'Expected' for each Group via Rooms & Groups |
False | True | False | Shows 'Registered' using explicit Room, no known Group | |
False | False | True | Shows 'Expected' for each Room & Group Reservation | |
False | False | False | Shows 'Registered', looks for Room Reservation sans Group |
*If a Room is unknown, the system will look at the Event to see if any Room(s) are reserved for the Event without a Group specified. These Rooms will be used as a "default Room" based on their current load and balance priority.
The explicit Group field on the Event Participant record is not referenced by Check-In Suite.