Checking in guests is and remains an important part of events of all kinds
However, there are a variety of use cases for check-in that need to be covered. An important requirement for the perfect check-in solution is therefore flexibility and the ability to track different workflows – even within an event.
The colada.assistant offers this flexibility by allowing check-ins to be processed by simply configuring all the steps.
The highlight? colada.assistant is the only solution on the market that allows you to create so-called “virtual scanners”, which can be configured individually and are not tied to any hardware system.
This allows you to combine any number of virtual scanners with different tasks in the same event. All scanners work with the same data and can even access previous scans to perform their own checks and actions.
The colada.assistant is much more than just a scan tool – it is part of your event or even your marketing automation.
One application for all purposes
Although guest check-in is essential for many events, the reasons and procedures can vary greatly. With the colada.assistant, we offer an all-in-one solution that can be configured to suit your purpose.
The following scenarios are conceivable
| 1. | Attendance check | Simple, manual control of the guest list |
| 2. | Ticketing | Validation of a ticket that can only be used once |
| 3. | Entry / Exit | Distinguish between entering and leaving an event or area. This may be necessary for the following reasons: – Security: To determine who is still in the area. – Statistics: To record the arrival and departure times of guests in order to measure attendance. |
| 4. | Area access | Grant individual access to special areas WITHIN an event – an additional scan for restricted areas such as VIP or athletes’ areas. |
| 5. | Session Scanning | Additional scanning beyond the original presence. Scan participation in workshops/breakouts that provide meaningful insights. |
| 6. | Scan with additional information | Use welcome screens via scanner to display additional personalized information for guests. These can be customized in terms of content and design. |
| 7. | Members only | Manual check-in of guests (face check). To do this, staff must have access to the guest list in the scanner app. |
| 8. | Action after scanning | After scanning a guest, you can trigger actions such as: – Send an email notification to someone – Open a form for lead generation workflows |
| 9. | Scan accompanying persons | Some events have guests with 1-n companions: Scanning can start with individual companions or with the main guest |
Accreditation
For certain events, the organizer requires accreditation or the registration of new guests on site. Guests may only enter the event after successful registration, regardless of how.
In this case, we offer several solutions:
- Guest registration via smartphones. We usually provide QR codes with the registration link so that registration can be carried out directly.
- Dedicated PC/tablet hardware with preconfigured registration.
- Dedicated, exclusive colada check-in stations with integrated scanning.
All these scenarios can be offered in combination with the corresponding print option to print directly after registration.
Help desk or service desk
Parallel to check-in, it may be necessary to set up a helpdesk for problem resolution. Guests who do not have a valid QR/ticket or have other problems can receive help at the helpdesk. This can be operated by customer staff, colada or a combination of these.
In this case, guest data is accessed via colada.guests and not via colada.assistant.
The bottom line is: we have a suitable check-in solution for you.
