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Event check-in with Splash

Splash's easy-to-use Host App makes it easy to check guests in to your event.

Checking your guests in is important for the following reasons:

A check-in table enables you to welcome guests to the event and the space, and provides a point of contact or engagement. It can be a place where you can have additional materials regarding future events, academic programs, or sell books.
It provides you with data on how many, and which guests attended. Based on this information, you can tailor post-event messages to those who RSVP'd but didn't attend, and to those who attended.
If you are tracking VIP attendees, check-in will let you know as soon as they have arrived.
Historic check-in data can help you plan for future events.
You will be able to obtain registration data for guests who didn't pre-register but want to attend the event.
... and more!

The instructions below will help you ensure that you are set up to use the Splash Host App to manage check-in at your upcoming events.

INSTRUCTIONS

Step 1 - Set up your event page

To facilitate a smooth check-in, ensure that you are including QR codes in your guest confirmation emails or tickets.

With RSVP events, this is done via the “Confirmations” module by checking off “Attach QR code”.

With ticketed events, this is done also via the “Confirmations” module by checking off “Include Ticket PDF”.

If guests start to RSVP to your event before you turn on the QR code, you can send one to them by following these steps:

Toggle on the option to “Attach QR code” in the Confirmations module.
Head to your Guest List and find your guest(s) that need the code.
Select the icon next to their names.
Click the "More Actions" dropdown.
Click on “Send Confirmation Email”.

Note that confirmation emails and PDF tickets are only sent to the primary registrant or ticket purchaser, even when you resend it to their +1s or guests. It’s important to include a reminder in all your event communications asking the primary registrant or ticket purchaser to forward the emails and PDF tickets to their +1s or guests. It’s also important to remind all attendees to have the QR code handy either printed out or on their personal device when checking in to the event.

Each ticket has a unique QR code, so members of a party can check in separately.

Guest PDF tickets also have the main registrant’s name.

Step 2: Review your guest list

It’s a good idea to look through your guest list prior to the event to correct invalid/bounced emails.

It is also important to look for anomalies in your guest names. One example from Commencement is that a registrant requested multiple tickets for their guests, but used the same name and email address for all of them. This can get tricky during check-in, and you can correct this by adding detail to the ticket name. For example: “Guest 1” can be amended to “<Registrant’s name> Guest 1”; or “John Smith” can be amended to “John Smith Guest <#>”.

Step 3: Request your Splash “On-site Specialist” accounts

We can create an unlimited number of free “On-site Specialist” accounts in Splash. These accounts have access to the Splash Host app for event check-in, but aren’t able to edit any Splash pages. Once in the app, the On-site Specialist will be able to check in any guest to any upcoming event in Splash.

To request an “On-site Specialist” account, follow these steps:

Request non-person email addresses from IT - https://it.newschool.edu/services/accounts-and-access/non-person-accounts
Send an email to the University Initiatives Marketing team to provide the email addresses after they have been activated on your end.
Once the UIM team has created the accounts, check those non-person email account inboxes for the invitations to set up the Splash account(s).

Once these accounts have been activated, add them to the Splash event pages for which you will be managing check-in. To do this, go to your event page’s Settings > Collaborators.

NOTE: A number of check-in accounts have been set up for general use during Commencement. If you would like to use any of these, please be in touch with Athena Bressack.

NOTE: It is recommended that you provide event staff or volunteers with New School devices that are pre-loaded with the Splash Host App. If, however, New School devices aren't available and you are asking event staff or volunteers to download the app on their personal devices, remember to remove the Splash account as a Collaborator on the event page after check-in has concluded. This ensures that event staff will no longer have access to attendee data after the event.

Step 4: Set up the Splash Host App (do this in advance so you and your team can download and test the app)

Consult this brief tutorial on using the app - https://support.splashthat.com/hc/en-us/articles/4406469099533-Splash-Host-App-Overview
Watch this training video on using the Splash Host app - https://university.splashthat.com/app/courses/a9f2fb0f-6b18-49ae-80c7-a7b199e31488 (you will be asked to sign in first)
Ensure the check-in device has a camera so it can scan QR codes on email/print tickets.
Download the “Splash Host” app onto devices - or - Upgrade to the latest version. Note that the app is available on both iOS and Android devices, but app functionality is more comprehensive on iOS devices.
Grant the app permission to use your camera. You will only need to do this once after installing the Splash Host app.
Clear the app cache (see instructions via this video - https://share.getcloudapp.com/E0ugeDog). Log out, then log back in.
After logging in, check to see that check-in staff can see the events they’re meant to see. It may take a few minutes for all events to load in the app. If not, please contact the University Initiatives Marketing team.
It’s a good idea to tape the Splash login and password to the back of the device(s) so that if the check-in staff are logged out of the app, they can log themselves back in.

Step 5: Get the Splash Host App ready (day of the event)

Log into the app and find that day’s event.
Depending on the size of your guest list, it can take a few moments to load in the app. Prior to the start of check-in, all check-in staff should load up the guest list on their devices and take care not to exit the app or turn off their device until the full list has loaded (otherwise the guest list will not fully load and you have to refresh the screen constantly).

Note: The Splash Host app will continue to work on individual devices if wi-fi is unstable. The data will sync across the platform once wi-fi is re-established.

As a back-up plan, check-in can be managed via web browsers but this requires stable wi-fi and is not as user-friendly. For more information on web check-in, see the section “Web Check-In Link” on this Splash Support page). Note also that the Web Check-in Link option is only available for RSVP (not ticketed) events. Where possible, all check-ins should be managed via the Splash Host app.

Troubleshooting

Basic steps in finding attendees in the Splash Host App for check-in:

Scan the QR code on their ticket. If not, then -
Type in their first or last name into the app (whatever is more unique); email addresses are not searchable in the app. If not, then -
Manually enter the guest as a new attendee in the app.

Q: What if the registrant uses the same name for all guests?

If multiple guests were registered by one registrant using their own name, you would still be able to pull up all guests with the registrant’s first and/or last name and check them in one by one. If the registrant only signed up for 4 guests and a 5th one shows up, you can check them in on the fly.

Q: We’re expecting a lot of attendees. How can I ensure a smooth and efficient check-in?

There are some things you can do to ensure an efficient check-in:

Send reminders to the guests to forward the confirmation emails or PDF tickets to their guests and +1s, and also to have the QR codes on-hand either on a print-out or on personal devices during check-in.
Have staff or volunteers who have check-in devices to go down the line to check people in, rather than waiting for guests to get to the front of the line.
Consider having a buddy system for check-ins where the first person scans a QR code, but diverts a guest who doesn’t have a QR code to the second check-in staff who would do a search or add the guest manually to the app.

Q: Can I use the Splash Host app to sell tickets on-site?

You cannot sell tickets with the Splash Host app, but you can use the app to register walk-in guests with their first name, last name, and email address. These guests will not be associated with a ticket type and will appear as basic registrations in your event’s RSVP tab on the web.
Encourage guests to use their own mobile devices to purchase tickets from your event page. Note that cash transactions are not permitted on campus.

Q: How are we handling check-in for virtual events?

If your guests are joining by Zoom, you can export the Zoom attendee list and batch upload it to Splash after the event.

Additional information

Topics not covered in this guide include:

Kiosk mode (self check-in)
Using the Message Center tab to email guests from the Host App
Badge printing

For more information on these topics, review this Splash Host App Overview page.