Event Participants

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.

Search Results and Events, Groups and Rooms

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.

Expected (RSVP): This person is an Event Participant in the Event.
Expected (Group): This person is a Group Participant in a Group associated with a Room associated with the Event.
Not Expected (Guest): This person is not associated with the Event, but the Event allows guests to check-in.

Expected Event Participants

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

Explicit Group Participant

Explicit Room

Group in Event > Rooms & Groups

Qualifier

Result

True

If Groups Match

Shows 'Registered' using explicit Group and explicit Room

True

If Groups Don't Match

Shows 'Registered' using explicit Group and explicit Room and 'Expected' for each Group via Rooms & Groups

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

Shows 'Registered' using explicit Group, looks for Room Reservation sans Group

False

True

If Rooms Match

Shows 'Registered' using explicit Room and 'Expected' for each Group via Rooms & Groups

False

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

True

Shows 'Expected' for each Room & Group Reservation

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.

Important: Do not manually set the explicit Group Participant, explicit Group, or explicit Room fields on the Event Participant record. The above is simply an explanation of how the system handles the data, not a recommendation for configuration. Best practice is to use the Rooms & Groups sub-page on the Event. The system will set the Group Participant, Group, and Room fields on the Event Participant record as appropriate during the registration and/or check in process.

Knowledgebase
- Check-In Suite
  - Searching & Checking In