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:

• Installing the beamian organizer mobile App

• Log in & Settings

• Visitor check-in & Print label

• Visitor check-in & Associate a smart badge

• Visitor check-in & Print label & Associate a smart badge

• Visitor status

• Welcome panel

Before you get started

• Before starting to check-in visitors, you must make sure that all pre-event requirements are fulfilled (connectivity, trained staff, mobile devices and so on). Otherwise, you may not be able to check-in visitors.

• If you’re going to print a visitor label at the check-in stage, make sure that printer settings are set up correctly.

• Organizers and event managers have full access to the mobile app in order to manage all features (check-in, access control, visitor consumables, and so on). Regarding other users, such as staff teams, we suggest adding specific permissions with limited access to the different app’s features.

• If you want to register new visitors on-site on the day of the event you need to use Live view Registration form tool (beamian platform) or Kiosk Registo view on the beamian organizer mobile app.

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.
  
  
• Tap(change event button) to choose your current event.
  
  
• Tap (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.
  
  
  
• 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.

Visitor check-in & Print label

• Tap Welcome.

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

• Automatic: Tap (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.

• Manual: Tap (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap 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.
  
  
  

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 (in the upper right) and choosing the layout.

Visitor check-in & Associate a smart badge

• Tap Welcome.

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

• Automatic: Tap (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.
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• Manual: Tap (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap 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.
  
  
  

Visitor check-in & Print label & Associate NFC

• Tap Welcome.

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

• Automatic: Tap (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.
  
  
  
  
  

• Manual: Tap (bottom-right) to search for the visitor name on the visitor list. Type the visitor’s name and then tap 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.

   

  
  

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:

 Entered visitor

 Exited visitor

 Registered visitor

 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

• Registered visitor (example)

• Entered visitor (example) 

Welcome panel

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

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