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Getting Started with SwapAccess
Getting Started with SwapAccess
Updated over a week ago

SwapAccess is a dedicated iOS app for Event organizers that provides full control over the onsite experience in the venue, improving the way they track attendance, control access, and manage self-checkin and badge printing onsite.

Available on all iOS devices, the app offer several features:

  • Onsite Session Tracking: scan attendee badges at the entrance or exit of a session to control access or track attendance.

  • Checkpoints: track or control access to any part of your event with badge scanning checkpoints.

  • Self-checkin: allow your registrants to check-in and have their badges print automatically.

How to enable SwapAccess

Preliminary Steps

Before enabling SwapAccess, there are a few measures to consider while building your event:

  • Make sure there is a badge code for each Attendee

    • Usually, a badge should be created by your registration system and imported onto Swapcard. If you use Swapcard Registration, a badge code is automatically assigned for each registrant.

  • Add a Page that redirects Attendees to their QR code or badge

    • To give your Attendees easy access to their badge code, add an Event Ticket Page to the home page of the event. To do this, go to the Event Builder → Pages & Menu → Create Page and choose Event ticket. Then make sure to select QR Code in the Code Type menu.

Get Add-on unlock

SwapAccess features are available as paid Add-on.

To set-up SwapAccess, you need to have at least one of these add-ons unlocked: Onsite Session Tracking, Checkpoints, or Self-Checkin. If not, please contact your Account Manager or click on "Get feature" on of these add-ons in Studio to get access to them.

Create an Access Code in the Studio

First, in SwapAccess, you will need to go to the SwapAccess Scanning tab and click on the Create Access Code button. Then, just label it and define an exit code.

Once you have set up your code, you will be prompted to copy your new Access Code information. For security reasons, this is the only time you will have the chance to copy all data and download the QR code.

Important: we highly suggest you download the generated QR code or take a screenshot of this Access Code for backup purposes as it will not be possible to retrieve another copy of it.

Setting up SwapAccess in iOS devices

  1. Download SwapAccess app on App Store.

  2. To log in, use the Access Code details. You can either Scan the QR code to log in or Login Manually. You can name the device as you want. For example, you can use the name of the person in charge of the room or the number/name of the room itself.

  3. Access to the Sessions, Checkpoints or Self-Checkin according to the feature you want to use on this device.

Reporting & Data

Currently, all scanned data can be accessed via an Excel file that can be exported directly from the platform. As a premium member of Swapcard, you should have access to the Analytics module which can be found in the Studio's left sidebar under Analytics ​​ Reports, and download the report “Session registrations, attendance, and feedback”.

Here you'll find every scan including unsuccessful scans and multiple scans for the same person in a single session. With the analytics report, you can now seamlessly export your scan information with a few simple clicks.

How It Works

Simply log in to your Studio account, navigate to the Reports in the Analytics section, and export the "Session registrations, attendance, and feedback" report. The "SwapAccess" tab in the Excel file will list every scan with all the scan meta data, the person scanned, and the appropriate session. Most notably, the "Scan result" column will show the scans that had errors, were not allowed (for access control), or OK (aka successful).

Other considerations

  • Please note that if you have more than one device scanning QR codes/badges, you will need to manually sum the total scans - the system will not automatically add the number of scans between devices.

  • Access control uses a cached copy of the allowed registrants to let people in. If you don’t have access to the Internet, there might be some discrepancies if you don’t have the most updated copy of the allowed registrants.

  • Only available on iOS, but works with everything from an iPod Touch to an iPad Pro.

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