Self-check-in

Requires Support and Additional Licensing

This feature requires support set up and additional licensing. For more information, please contact your Euclid Support Analyst.

The Self-check-in feature enables your guests to independently check in to an event using kiosks set up at the entrance, where they can also print their badges. The kiosk can be configured in various modes to provide the best check-in experience for your guests.

Scan QR Code with ScannerScan QR Code with WebcamSearch for RegistrationScan QR Code or Search for Registration

Device Requirements

The Self-check-in application is designed to be used on check-in kiosks at your event. You'll need one laptop for each kiosk you'll be setting up at your event. Make sure the laptop can run the latest version of a modern browser and has all the necessary security updates installed.

If you're using a scanner, we recommend the Zebra DS9300 Series 1D/2D Presentation Scanner. Alternatively, you can use any other scanner that supports QR code scanning and has "HID Keyboard Emulation" scanning mode. If you don't plan to use a physical scanner, ensure the laptops for the kiosks have webcams available.

Printers will also be required to print guest badges. Set the default printer on each laptop, as this will be the printer the browser uses for printing the badges. We recommend connecting no more than 2-4 kiosks to a single printer to prevent printing delays and ensure a smooth self-check-in process.

We highly suggest that the kiosks run in a Chrome browser, but the application does support all major browsers. For more information on browser support, please see Euclid's Browser Support Policy.

Set-up a Kiosk

When setting up a kiosk, you can either create a new kiosk configuration from scratch or use a previous kiosk configuration.

1. To set-up a new kiosk, head to the Self-check-in application in a browser of the laptop that will be used as a check-in kiosk. This will be the domain of your CV Online, followed by /checkin.

   • For example, the site for a client's CV Online is https://www.abccompany.org/office and the Self-check-in application for this client is at https://www.abccompany.org/checkin.

2. To log-in, use your CV Online credentials.

Fullscreen Mode

We suggest that you put the browser in fullscreen mode when the kiosk has been set-up to start checking in guests. This will provide the best check-in kiosk experience. In Chrome, you can enter fullscreen mode by selecting the three dots in the upper-right corner and click the icon in the Zoom section.

New Kiosk Configuration

A check-in kiosk is configured by assigning it an event, a mode, and a name. Once the three properties have been selected, a check-in kiosk will be created for guest check-in. If previous kiosk configurations are found, you will see a list of them first. If you wish to use a previous configuration see the Using Previous Kiosk Configurations section for more information, otherwise, click on "New Configuration" to create a new kiosk configuration for the event.

1. Event: Select the event that the guest's will be checking into and click "Next"

   • You can search for the event as well by entering the event name of Event CD.

   

2. Details: Assign the kiosk a name and select the mode in which the guest's will check-in.

   • Scan QR Code: The guest will scan their QR code to check in. You will also need to choose how the QR code will be scanned: either by a webcam or a physical scanner. The QR code will be provided by the staff prior to the event. See the CVO Online Features for more information.

   • Search for Registration: The guest will search for their registration by using their first and last name.

   • QR Code + Search: The guest will be able to choose if they would like to check-in with a QR code or by finding their registration record. You will also need to choose how the QR code will be scanned: either by a webcam or a physical scanner.

   

3. Confirm: Review the configuration option you have chosen for the kiosk. If updates need to be made, you can go back to the previous steps and make adjustments. Once the configuration is satisfactory, click on "Approve & Launch" to create the kiosk.

   • See the Test a Kiosk Configuration section, for more information on the "Test Kiosk" button.

   

4. The kiosk is now ready to be used and allow guests to check-in.

Grant Camera Permissions

When a kiosk is set up to use the webcam for scanning a QR code, the browser will prompt you to grant permission to access the laptop's webcam. Please allow the permission so the browser can use the webcam.

Using Previous Kiosk Configurations

You can create a check-in kiosk based on a previous configuration used for the event. If there are any existing configurations, you will see a list from which you can select. Only the kiosk name is editable, while the rest of the configuration will be copied to the new kiosk. Confirm that the kiosk configuration selected is one that is for the current event. If a previous kiosk configuration is not available for the event, click "New Configuration" to create a new configuration for the event.

1. Select a kiosk configuration from the list that is for the event and is using the desired kiosk mode.

   

2. Click "Load Configuration" to confirm the details of the new kiosk.

3. After assigning it a name and reviewing the chosen configuration, click "Launch Kiosk" to create the kiosk for guest check-in.

   

Kiosk Names

For reporting purposes, we recommend assigning each kiosk a unique name. However, when setting up kiosks on subsequent event days, reusing the name from the previous day ensures that all data for that kiosk is properly tracked. For example, reusing the name allows you to generate a report showing the total number of check-ins for "KIOSK-A" over the course of the event. Additionally, if you have multiple kiosks whose data you want to consolidate, using the same name for them will allow the data to be grouped together in the report.

Test a Kiosk Configuration

When creating a kiosk configuration, whether from a previous setup or for a new event, staff can test the kiosk beforehand to ensure it’s functioning properly before allowing guests to check in.

1. Create a kiosk by using a previous kiosk configuration or creating a brand new kiosk configuration and pause at the confirmation screen.

   • If you created the kiosk with a previous configuration, the confirmation screen will look like this.

   

   • If you created a brand new kiosk, the confirmation screen will look like this.

   

2. To test the kiosk configuration, click on the "Test Kiosk" button shown in the confirmation screen.

3. A kiosk, with the chosen configuration, will be created, but it will be in test mode. An orange banner, indicating that it is a test kiosk, will show at the top of the screen.

This kiosk can simulate the check-in process that guests will experience when arriving at the event. The test kiosk will display the guest's badge, but won't allow any updates to it. It also lets you simulate badge printing and the check-in process without making any changes to the guest's registration.

If you are satisfied with the kiosk configuration, you can create it to be used for guest check-in.

1. Click the "Create Kiosk" button in the orange banner at the top.

   

2. Review the kiosk configuration and click "Lunch Kiosk".

   

3. The final kiosk will be created and guests will now be able to check-in.

If you would like to make changes to the kiosk configuration, you can reset the kiosk by refreshing the page. This will take you back to the initial kiosk creation page.

Reset a Kiosk

Resetting a kiosk will remove the current kiosk configuration from the page and will allow a staff member to set-up a new kiosk.

1. Hover over the top-left corner of the screen.

2. Click on the icon and enter your CV Online username.

   

3. The page will reload and you will be prompted to log-in again.

4. Log in using your CV Online credentials.

5. A new kiosk can be created for the event.

Unlock a Kiosk

The kiosk may become locked if an guest repeatedly attempts to scan or search for a registration that cannot be found within a short time frame. If this occurs, you will see a screen similar to the one below.

The kiosk will remain locked for 2 minutes and will automatically unlock once the time has passed. However, a staff member can unlock it earlier by selecting the icon in the top right corner and entering their CV Online username.

The time to automatically unlock the kiosk can be customized. For more information see the Customizing Kiosk Defaults section.

Kiosk Check-in

Event guests will be able to check-in to the event on their own by using one of the check-in kiosk that has been set-up for the event. Guests can scan their registration QR code, if this was set-up for the event, or they can search for their registration record using their first and last name.

Once the guest's registration is found, they will have 1 minute to complete the check-in process. The check-in process will be complete when the guest prints their badge. If they don't print their badge within the allotted time, the kiosk will prompt them to add more time or end the session.

Note

Ending the check-in session without printing the badge will not mark the registration record as attended.

Only registrations that are paid, have not been marked as attended, or have not checked-in will be able to check-in through the check-in kiosk. If the registration is unpaid, the guest will see the message below.

If the registration has been marked as attended and has already checked in, the guest will see the message below.

The messages shown for each case and the time set to complete a check-in, can be customized. See the Customizing Kiosk Defaults section for more information.

Scan QR Code

Note

The QR code will be provided by the staff prior to the event. See the CVO Online Features for more information.

When the kiosk is set up to use a scanner, simply scan the guest's QR code. The registration record will automatically load, allowing the guest to print their badge and complete check-in.

When the kiosk is set up to use the laptop's webcam to scan the QR code, position the code in front of the webcam and align it within the yellow markers.

Grant Camera Permissions

When a kiosk is set up to use the webcam for scanning a QR code, the browser will prompt you to grant permission to access the laptop's webcam. Please allow the permission so the browser can use the webcam.

Once the guest has successfully scanned their QR code, they will be able to view their badge, make any necessary updates, print it, and complete the check-in process.

Find a Registration

When the kiosk has been set up to allow the guest to search for their registration, enter the first and last name of the guest. The system will run a check to see if there is a registration record with this name.

In the event that the name provided matches more than one registration, the guest will be asked to provide their email and/or zip code to find the exact registration record.

Once the guest has successfully located their registration record, they will be able to view their badge, make any necessary updates, print it, and complete the check-in process.

Updating Badge

The guest will have to option to update their badge information before printing their badge and finalizing their check-in process. Any updates the guest makes to their badge will be automatically saved to their registration record.

1. To update the badge information, click on the "Update Badge" button. A pop-up will show with the badge information.

   

2. Make the necessary changes to the fields that are allowed to be updated.

   • To set which badge fields can be updated or which fields to show on the badge, see the Customizing Kiosk Defaults section. By default, only the name on the badge can be updated.

   

3. Click on the "Update" button to save the changes.

Printing Badge

The check-in process is complete when an guest prints their badge. Make sure to have previously set-up the default destination for the browser's printer dialog.

1. To print the badge click on "Print Badge & Check-in".

   

2. The browser's print dialog will show and the guest must click "Print".

   

3. The screen will confirm to the guest that they have been checked in and allow them to end their check-in session.

   • The guest will have the option to reprint their badge from the confirmation screen. This feature is available in case the guest closed the browser's print dialog without printing their badge.

   

If the user does not end the session, the kiosk will end the guest's session automatically after a minute. The time to automatically end the check-in session, the times allowed to print a badge, and the message shown once the guest has checked in, can be customized. For more information see the Customizing Kiosk Defaults section.

Customizing Kiosk Defaults

There are certain areas of a check-in kiosk that can be customized based on the event.

DEFAULT_KIOSK_CONFIG

Do not remove the "DEFAULT_KIOSK_CONFIG" record. This record holds the default values that will be used for each setting when a setting is empty for an event kiosk configuration.

Kiosk Defaults

Field	Description	Default Value
Event CD	The Event CD of the event that the check-in kiosks will be set-up for.	DEFAULT_KIOSK_CONFIG
Badge Report ID	The ID of the guest badge report to be printed by the kiosk.	Will be assigned when the Euclid Support team configures the Self-check-in feature.
Badge Fields	The fields that make-up the event badge. For each field, there is an edit and variant setting. The edit setting should be set to true to allow guests to update the field during the check-in process. Otherwise, set to false. The variant setting will modify the size of the field when it is shown in the check-in screen. The options are: 'h1', 'h2', 'h3', 'h4', 'h5', 'h6', 'subtitle1', 'subtitle2', 'body1', 'body2', 'caption',and 'overline'.	{ "BADGELINE1":{ "label":"Full Name", "edit":true, "variant":"h4", "field":"UDEF2TXT" }, "BADGELINE2":{ "label":"Job Title", "edit":false, "variant":"h5", "field":"UDEF3TXT" }, "BADGELINE3":{ "label":"Company", "edit":false, "variant":"h6", "field":"UDEF4TXT" } }
Print Badge Allowance	How many times the user can check-in through the check-in kiosk. If this is set to a number greater than 1, the guest will be able to check-in and print their badge as many times as specified. When it is set to 1, the guest can only check-in and print their badge once. All attempts to print the badge are logged.	1
Timer	The time a guest has to complete the check-in process. The time is in seconds.	60
Lock Screen Timer	How long a kiosk will be locked before unlocking on its own. The time is in seconds.	120
Event Main Image	The image shown at the top of the main page of the check-in kiosk. The options are BV (background), FV (primary photo), or TN (thumbnail). These are the 3 images that an event can have. The images can be managed on the event notebook in CV Online.	FV
Kiosk Message	The message shown on the main page of the check-in kiosk.	No default is set
Welcome Message	The message shown when the guest checks-in and has not printed their badge yet.	No default set.
After Print Badge Message	The message that shows once the guest has printed their badge and has successfully checked in.	Thank you!
Error Messages	The different error messages that can show up when using the check-in kiosk.	{ "reg_unpaid":"You are registered, but the balance remains outstanding. Please contact a staff member should you require any assistance.", "reg_completed":"Our records show that this pass has already been picked up. Please contact a staff member should you require any assistance.", "reg_cancelled":"Your registration is marked as cancelled. Please contact a staff member should you require any assistance.", "reg_notFound":"Your registration could not be found. Please contact a staff member should you require any assistance.", "sys_error":"There was an error. Please contact a staff member." }

You can add a custom configuration for an specific event.

1. From the main menu, click "Admin" and select "Edit Reference Tables".

2. Scroll to find the "Self-check-in Kiosk Config" table and select it.

3. Create a new record in the "Self-check-in Kiosk Config" reference table. A pop-up window showing the fields will show.

4. Enter the Event CD and any other field you would like to customize.

   • Only fill in the fields that you would like to customize. If the other fields are left empty, the values will be taken from the "DEFAULT_KIOSK_CONFIG" record.

   • When updating the "Badge Fields" and the "Error Messages", copy the value that the "DEFAULT_KIOSK_CONFIG" record has and make the necessary changes.

5. Once the form is complete, click "Save".

6. The new event configuration for the check-in kiosks has been created.

CV Online Features

When the Self-check-in feature is enabled, several additional features are integrated into CV Online. You will be able to send QR codes to event guests so they can check-in on their own at the event. You will also be able to scan QR codes directly from CV Online to find a registration record in an event.

Send QR Codes

You can send QR codes to a list of registrants or to only one individual directly.

The registrants will receive the following email if the default email template is used. To set a different default template to email kiosk QR codes see the Email Defaults section.

To send QR codes to a list of registrants:

1. In the event's notebook, select the "Registrations" tab.

2. Filter the list using the filters available and ensure that the list contains the registrants who you wish to send QR codes to.

   • There is a column called "Sent QR Code?" which you can use to filter your list to those that have not received a QR code yet. If this column is not present, use the list editor to include it.

3. Click on "List Actions" and select the "Send Kiosk QR Code to Current List" option. An "Email Kiosk QR Code" tab will open.

   

4. Fill in the required fields and send the emails.

To send a QR code to a specific registrant:

1. In the event's notebook, select the "Registrations" tab.

2. Click on the link of the "Reg. #" column for the registration you wish to send the QR code to.

3. The registrant's registration record will open in a new tab.

4. Click the "Send Kiosk QR Code" found in the "Activities" panel to the right.

   

5. Fill in the required fields and send the emails.

Email Defaults

You can set a default subject and a default email template to be used when sending out kiosk QR codes registrants.

CV Online Settings

EVT_CHECKIN_SUBJECT allows configuration of a default subject line for kiosk QR code emails. EVT_CHECKIN_TEMPLATE allows configuration of a default email template for QR code emails.

Email Template

You can set a custom email template to be used when sending out kiosk QR codes.

1. Create a new email template. From the main menu, click "Processes" and select "Email Templates".

2. Click the "Add Template" button in the Activities panel on the right-hand side.

3. Format the email template as you wish.

4. Add an image element and edit the image URL.

   • You will enter @emailblastdbfunction("R","[[ASSIGNEDSESSIONCD]]","GetSelfCheckinQR") into the "Image URL" field. You will not see an image inside the email template editor. When the email is sent, this function will get converted into a QR code image that will have a unique registration code for each registration email.

   

5. Add registration information using the merge tags feature.

   

6. Save the email template.

7. Set the default email template used to send out kiosk QR codes by setting the CV Online system setting EVT_CHECKIN_TEMPLATE to the Template CD of the email template that was just created.

   

8. Now when sending out a QR code, the email template just created will be what shows in the email message section of the "Email Kiosk QR Code" tab.

   

See the Email Editor guide for more information on how to create email templates.

Email Subject

To set a default subject for the kiosk QR code emails set the CV Online system setting EVT_CHECKIN_SUBJECT to the desired text. You can use the placeholder [EVENTNAME] to substitute the event name in the subject. For example: Welcome to [EVENTNAME]!.

Note

To see how to set CV Online system settings, see the System Settings guide.

Scan a QR Code

QR codes sent to registrants can also be scanned in CV Online. This will allow staff to find the registrant's registration record faster when the event Self-check-in is happening and a guest needs assistance with their registration.

1. From the main menu, click "Services" and select "Events".

2. Find the event you wish to scan the QR code for and open the event notebook.

3. From the "Activities" panel on the right, click "Scan Kiosk QR Code".

   

4. A window will show and the browser will request for you to grant access to the computer's webcam. Grant the browser permission.

5. Place the QR code inside the yellow markers on the screen.

   

6. If the registration is found, the registration information will show on the right-hand side of the scanning window.

   

7. You can open the registration record, open the invoice, print the badge, or mark the guest as attended.

8. You can scan another QR code at any time to view another registration record.

Self-check-in Stats Dashboard

When the Self-check-in feature is enabled, a new tab called "Self-check-in Stats" will be available on your event notebook. This is a notebook dashboard tab that will show some statistics on the kiosks that are set-up for your event. It includes a list of who has checked in using a kiosk, a chart to view the load that each kiosk has had throughout the day, and graphs to show the kiosk check-ins by day and by hour.

Note

If all available event notebook dashboard tabs are being used, this tab will not be added to the event notebook.