💎 This feature is a paid add-on.
Onsite Session Tracking with the SwapAccess app allows organizers to manage session attendance and access by scanning participant badges at the entrance or exit of sessions. Whether you want to track attendee behavior or control access, SwapAccess simplifies the process, offering flexibility with various scanning modes
How does onsite session tracking work?
Beforehand, in the Studio, Organizers decides to scan Attendees using one of the following three modes:
Attendance tracking - To track Attendee behavior and know who entered or left the session.
Access control: People registered only - For those who want to control session access, and only allow people who already registered for the session.
Access control: People registered and who can register - To allow access to people that already registered for the session or those who can register according to their group(s) and the specific sessions' permission settings.
Then, on the SwapAccess app, the on-site team will be able to scan the Attendees’ QR codes or badges to control or monitor the session access. There is no limit on the number of devices using the same access code for SwapAccess, and they can be set to scan as people enter the session (Scan In) or as they exit the session (Scan Out)
How to choose between attended and unattended scanning?
Attended Scanning should be used when the device is going to be held by one of the staff members. This way, the user will be able to easily switch between scan in and scan out as well as see a real-time update on the number of scans for this particular device. When doing Attended Scanning with Access Control, the Organizer will have the option to "force" allow a person in the room even if they are not on the allowed list.
On the other hand, when using Unattended Scanning, Organizers can leave the device on a stand or tabletop. The number of scans is not shown and a special 4-digit code is required to exit scanning.
*For a true kiosk mode Apple's Guided Access should be used.
How to set your default session preferences
Even before creating the Sessions per se, it is best to define which would be the onsite session scanning preference. Keep in mind that those default preferences will only be applied to newly created Sessions.
To set your default Session preferences, go to the Content → Sessions → Session Settings → Default Session Preferences.
How to enable SwapAccess scanning for sessions?
On Web:
Once you've enabled SwapAccess scanning for sessions, you'll be able to find these sessions in the SwapAccess app and in the SwapAccess menu in Studio.
Please note that you will need to have an access code created to start scanning badges. Learn more here.
On web
On mobile
Tap Browse All Sessions to see all sessions that have SwapAccess enabled.
After that, you have to bookmark sessions to associate them with the device, and finally click on them to start scanning.
FAQ
FAQ
What happens if someone is not allowed access to a session?
If an attendee is not allowed access, you will receive a failure message when their badge or QR code is scanned. In Attended Scanning, you can override this by clicking Force to make an exception. This is helpful in cases where, for example, an attendee accidentally unregistered from a private session but was on the original attendee list.
Can SwapAccess work without an Internet connection?
Yes, SwapAccess supports offline mode. You can scan badges even without an Internet connection. However, please note that the device must be initially set up while connected to the Internet. Scan data will sync with the server once the device reconnects to the Internet and the app is open.
Onsite Session Tracking with SwapAccess offers a flexible and efficient way to manage attendee access and participation. Whether using attendance tracking or access control, this feature helps ensure smooth entry and exit processes at your sessions. With both attended and unattended scanning options and offline capabilities, SwapAccess adapts to the needs of any event. For full control and detailed reporting, SwapAccess is an essential tool for onsite session management