Configuring the Session Check-In Schedule in OnArrival

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Gone are the days of onsite staff checking attendees into the wrong session or using checkout mode at the wrong time. With this feature, onsite staff won't have to make any decisions, and they'll just be able to scan attendees' badges. All decisions are in your hands during the session configuration. 
 
NOTE: This feature is only available with OnArrival Premium.

1 Enable OnArrival Premium for your event, if necessary. Depending on the terms of your contract, you may need to enable OnArrival Premium for your event before you can use it.

Begin by selecting your Classic or Flex event. Hover over Event Details and, under General, click Event Configuration. Click Edit and, in the Onsite section, check the box next to OnArrival Premium, then click Confirm. When you're done, click Save.

2 Create and assign session locations. Add sessions to your event's agenda in Cvent Core or import sessions in Standalone. Be sure to also create and assign session locations.

3 Access the Session Check-In Window section in Cvent Core. Determine how early you want to allow your onsite staff to start checking attendees into the session. Begin by selecting your event. Hover over Website & Registration and, under Onsite, click OnArrival. Then click Edit, then scroll down to the Session Check-In Window section.

Or, access the Session Check-In Window section in Standalone.
Go to Onsite Solutions and log in to your account. Click the name of your event. From the left hand navigation menu, click Event Settings. The Event Details tab opens by default. Click the OnArrival tab to the right, then scroll down to the Session Check-In Window section.

4 Set the default check-in window. Set your default check-in window to one of these options:
  • Use smart session timing: This automatically moves your onsite staff to the next session at a given location, and only works if you have sessions assigned to specific locations. If multiple sessions are occurring at the same time in the same location, you'll need to assign each to its own unique location within that space. OnArrival will start check-in at least 10 minutes before a session's start time, regardless of whether or not there is a different session currently taking place in the same location. If there is no active session assigned to the location, OnArrival will start check-in up to 40 minutes before a session's start time.
  • Set session check-in window manually: This allows you to determine your own check-in start and end time across your event.
If selecting Set session check-in window manually, set your check-in start time. This is the amount of time, in minutes, that a member of your onsite staff can start checking attendees into a session before it begins. Then, click the dropdown next to Check-In End Time Frame to determine when onsite staff can no longer check attendees into a session. When you're done, click Save.
 
When your check-in start time begins, your onsite staff will see a prompt letting them know the next session has begun and they've been automatically switched to checking in for that session. If you've locked the device, your onsite staff must tap Okay and will not be able to go back to the previous session.
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NOTE: Don't want to see these warnings? Disable these pop-ups in OnArrival under Settings > Advanced > Check-in Reminders.

If the device is not locked, your onsite staff can open a session for check-in prior to your set start time.

When check-in is closed, the device will show the time remaining until the next session. Your onsite staff can tap on this to expand session details.

 
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When the check-in period has ended, a message will appear underneath the session title. If you've locked the device, your onsite staff will not see this message.

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If a member of your onsite staff tries to check an attendee into a session outside of the check-in window, they'll see a warning letting them know that check-in hasn't started yet. If you've locked the device, your onsite staff will not see this message.
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5 Lock the devices. Once you're onsite and ready for your staff to start checking attendees in, lock each device to prevent your onsite staff from switching between events, sessions, or locations.

When locking the session or session location, ensure that the Follow session schedule toggle is switched to blue within the Lock Options.

 
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6 Check participants into sessions. Now that you've configured your check-in schedule settings, your onsite staff can proceed with scanning or checking participants into sessions onsite.

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