SwapAccess is a powerful iOS app designed for event organizers to improve onsite management by offering full control over attendance tracking, access control, and self-check-in with badge printing. Available on all iOS devices, SwapAccess streamlines the onsite experience, making it easier to manage attendee flow and ensure efficient event operations. Using SwapAccess helps organizers save time, reduce manual tasks, and enhance overall event management efficiency.
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-check-in: allow your registrants to check-in and have their badges print automatically.
💎 This feature is a paid add-on.
What are SwapAccess primary features?
1.Authentication
Before you begin using SwapAccess, a login code must be created in Swapcard’s Studio. This code allows your devices to log in to SwapAccess for managing sessions and checkpoints.
Log in to Studio.
Navigate to the SwapAccess Settings tab in the Onsite menu.
Click on SwapAccess credentials and define a login code name and exit code.
Copy the code or download the QR code, as this is the only opportunity to do so for security purposes.
2. Scan In and Out: Session Entry and Exit
Each device using SwapAccess can be configured to scan attendees as they enter or exit a session.
Scan In: Tracks when an attendee enters a session.
Scan Out: Tracks when an attendee leaves, useful for recording CE credits or managing attendance metrics.
Note: Scanning out is optional, but it provides valuable data for attendee behavior analysis.
3. Three Scanning Modes
SwapAccess offers three scanning modes to cater to different event needs:
Attendee Tracking: This mode simply tracks who was scanned and syncs the data to the platform. There is no access validation in this mode.
Access Control - Registered Only: This mode checks each attendee’s badge against a list of registrants who are signed up for the session, ensuring only authorized attendees are allowed in.
Access Control - Can Register: In this mode, attendees who belong to specific groups or meet certain criteria can register on the spot based on session settings, making it flexible for last-minute registrations.
Access Control registrants are updated every 15 minutes while the event is live, provided you are actively using the app. The list also updates automatically when reopening the app if the last sync was over 15 minutes ago. You can manually request an update at any time.
How Does Access Control Work?
Access Control in SwapAccess ensures that only authorized individuals can enter specific sessions or event areas. The rules, known as "Access Control," are synced to the devices periodically. This ensures the system can continue to function without a live internet connection, making it highly reliable for onsite operations.
⚠️ Access Control list is not created until 7 days before the event. In order to test before the 7 days the list must be created manually via the SwapAccess settings in Studio.
4. Offline Functionality of SwapAccess
SwapAccess ensures continuous operation, even without an internet connection. While an internet connection is needed for the initial setup and syncing data, all scans can be performed offline using a cached list of allowed registrants.
Setup: Requires internet.
Syncing: Occurs when connected to the internet with the app open.
Access Control: Works offline by using a cached list of registrants, ensuring seamless access even in areas with limited connectivity.
What is the difference between Attended vs. Unattended scanning
You can choose between attended and unattended scanning modes based on the event setup:
Attended Mode: The device is managed by an event staff member who can monitor the scan results in real-time and switch between scanning attendees in and out of sessions. In this mode, the staff member can manually allow someone in, even if they are not on the allowed list.
Unattended Mode: The device is set up on a stand or table for attendees to scan themselves. A four-digit code is required to exit this mode, ensuring the device remains secure. To create a true kiosk experience, Apple's Guided Access should be used.
📲 Doors open at 9, a queue of 2,000 attendees, and every badge scans in a beep. That's the dream! Learn how to streamline check-in with SwapAccess and boost your show-up rate in the Registration & Attendance Growth training on Swapcard Academy 🎓.
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 In-App 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.
Read also: Generating and using QR codes for Attendees
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.
How to set up SwapAccess in iOS devices
Download SwapAccess app on App Store.
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.
Access to the Sessions, Checkpoints or Self-Checkin according to the feature you want to use on this device.
How to manage Reporting & Data
You can view and correct session scans directly in Studio (see How to manage session scans in Studio below). All scanned data can also 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).
Additionally, all scan data can be queried using the developer API. Using the API, every scan including ones that failed or had an error will be available.
How to manage session scans in Studio
Mistakes can happen onsite: scans recorded in the wrong session, or scans that need to be added after the fact. You can view, add, move and remove SwapAccess session scans directly in Studio, so you no longer need to correct your scan data in a downloaded file.
View all scans of a session
In Studio, go to Onsite ➡️ Session scanning or Sessions
Click on a session to open its details.
Open the Onsite scans tab.
Every scan of the session is listed, including repeated In and Out scans for the same attendee: scans are never merged or hidden. For each scan, you can see the Scan Date/Time, Scan Result, Force Allow, Action, Device, Email, First Name, Last Name, Job Title and Company.
Force Allow shows Yes or No for successful scans.
If a scan is not linked to anyone, the Email column shows Person not found.
💡 Use the date filter to display only the scans between a start and an end date/time. Up to 100 scans are displayed per page.
Add scans to a session
From the session, click Add, then choose to import scans from a file or to add them manually.
Import via excel file
Download the template for the session. It already contains the existing scans of that session.
Add your new scans to the file.
Upload the file. The scans are imported into the session.
You can only import scans for the session you are working on. Scans that belong to another session are rejected and an error is displayed.
Additional scans for the same attendee are flagged as duplicates in the upload confirmation, but they are still kept and displayed in Studio.
Add a scan manually
Fill in the required fields: Scan Date/Time, Action (In or Out), Login Code and Badge Code.
Start typing an attendee's name or badge code to pick them from the list. If an attendee has several badge codes, all of them are displayed so you can select the right one.
The Login Code is pre-filled with the first login code configured in Onsite ➡️ SwapAccess Settings ➡️ SwapAccess credentials. If you have several login codes, you can pick another one.
Optionally, type a Device Name and set Force allow to Yes or No.
⚠️ The badge code must belong to an attendee of the event. If it does not, or if a required field is missing, the scan is not created and Studio shows an error message.
Move scans to another session
In the Onsite scans tab, select the scans to move, one by one or all the scans of the current page.
Click Move.
Select the destination session and confirm.
A confirmation shows how many scans were moved. The scans now appear in the destination session and no longer in the original one. The attendee is added to the destination session, and stays in the original session only if they still have other scans there.
💡 You can move up to 100 scans at a time. If more than 100 scans match your date filter, move them page by page.
Remove scans from a session
In the Onsite scans tab, select the scans to remove, one by one or all the scans of the current page.
Click Remove and confirm.
A confirmation message is displayed, and the removed scans no longer appear in the session's scan list.
Prerequisites for Using SwapAccess
SwapAccess is compatible with the following devices that support iOS 14 or newer:
iPhone 6s and newer
iPad Mini 4 and newer
iPad Pro (all models)
iPad Air 2 and newer
iPod touch gen. 7 and newer
💡 Tip: For a seamless kiosk mode, use Apple’s Guided Access feature to prevent attendees from closing the app or putting the device to sleep.
SwapAccess is an essential tool for event organizers looking to enhance their onsite management. By utilizing features such as session tracking, access control checkpoints, and self-check-in, organizers can streamline operations, improve attendee experience, and gain valuable insights through comprehensive reporting. Setting up SwapAccess is straightforward, and its powerful capabilities help ensure a smooth, efficient event from start to finish.
Maximize your event’s success with SwapAccess and take control of your onsite experience today!
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