Swapcard GO Event in a Box provides easy access to all necessary hardware for any organizers using Avolio Registration and Swapcard Self-serve Registration who want to provide self check-in and badge printing onsite.
To request your box, visit this page.
How to receive and inventory your equipment
Prior to the onsite, you will agree on an equipment list based on your requirements for your event. A shipping address will be provided, along with a shipping schedule. Once you receive your equipment, make sure you inventory the equipment and confirm that you have received what you have ordered. Inside the shipment will be a red folder that includes an inventory list. You can use this inventory list to help with the initial inventory. Please contact your support person immediately if there are any discrepancies with the equipment received.
Tip: Take a picture of the cases when you first open them to help with the packing after the event. You can use those pictures as a guide for repacking the cases.
How to set up the network
As part of your equipment, a wireless router will be provided. You will need a wired Internet connection at the registration area. Network switches and Ethernet cables may also be provided depending on the amount of equipment in your order. Here is a basic diagram for setting up the network.
There is also a link to a video that provides a visual overview of the network setup.
Onsite Network Wiring Video
You will need a wired Internet drop from the venue.
Plug that Internet connection into the WAN port on the router to provide Internet service to the router.
Next, the Zebra printers will need to be connected to the router via a wired Ethernet cable connected to the LAN port on the router. You can plug each printer directly into the router or you can use a network switch if more ports are needed than provided on the router.
Install the iPads into the desk stand or floor stands, based on what you ordered. Here are links to videos to help with the installation if you need it.
This video shows how to assemble the iPad desk stand.
This video shows how to assemble the iPad floor stand.
Once setup, connect the iPads to the wireless network provided by the router. The wireless network name and password will be included in the shipment or on the router itself. This will provide Internet service to the iPads and also allow them to talk directly to the Zebra printers.
How to configure the Printer and Load the Badge Stock
Once the power cable and Ethernet cable are connected to each printer, you will turn on the printer and load the badge stock.
Watch this video to see how the badge stock is loaded and how to determine the IP address of the printer.
If you have any problems with the printer cutting the badge stock in the wrong place or kicking out a blank badge after printing a badge, you may need to calibrate the printer again.
Printer Calibration – If the printer is cutting in the wrong location or does not print properly, may need to re-calibrate the printer. If the printer kicks out a blank badge after printing a badge this also can be corrected by calibrating the printer.
Here is a video on how to calibrate the printer.
Adjusting the printer cutter: If the cutter is slightly off, then watch this video that shows how to adjust the tear off setting to make a minor correction in the cutter placement.
Watch this video for help on adjusting the printer cutter.
How to use SwapAccess for check-in and badge printing?
SwapAccess is the mobile app that runs on Apple iPads and iPhones to check in and print badges.
Generating QR codes
Here is a link to a video showing an overview of SwapAccess, including how to configure the app on a self check-in iPad device.
The instructions will reference the QR code for configuration.
Here is a video showing how to generate a configuration QR code for SwapAccess for your event.
Admin Printing from Swapcard Studio
One or more iPhones should have been included with your order or you may also follow the instructions to use your own iPhone.
You would follow the same instructions above to install SwapAccess on your iPhone, if necessary, and configure SwapAccess using the video instructions.
Reminder: When checking in and printing a badge, the system will not allow you to print a badge of someone that is already checked in.
You will need to uncheck them in Studio and then scan their QR code to print their badge. SwapAccess will check them in again as part of this process.
The other option is to connect a printer to your computer via a USB cable or add it as a network printer.
In Swapcard Studio, there is an option to print a badge which will generate a PDF file of the badge on your computer. From there, you can print the PDF file as you would print any PDF file on your computer.
What happens after the show
Once the show is over, all equipment will need to be packed in the provided cases. FedEx return labels will be located inside the folder that came with the shipment. The cases will need to be dropped off at the nearest FedEx location by the day after the last day of the event.
Following these instructions ensures a smooth setup for Swapcard GO, making your event’s check-in and badge printing process seamless and efficient. Proper setup and testing of the network, printers, and SwapAccess app are key to a successful event. Don’t forget to carefully repack and return all equipment after the event to complete the process.
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