Check-in
GEST's check-in functions simplify and speed up the check-in process during an event. The check-in view contains all the necessary information about each registered person, eliminating the need for separate registration lists and eliminating unnecessary intermediate steps. GEST also allows for step-by-step check-in, for example, if the event is lasting several days.
The easy-to-use login system is separated into its own entity, so it can be used without access to the data of the production collections. Temporary check-in user credentials can therefore be safely created for example to volunteers or other seasonal workers outside the production team.
If you wish, in addition to the written instructions, you can also view about the video function. The video lasts about 15 minutes and covers the same topics as the written instructions.
Check-in window
You can log in by clicking on the green check-in button on the upper left corner of the front page, which opens the check-in view.
Checking in a person part 1
- Enter the person's name in the search field. You can also search for people by organization or group name, phone number, or email. Below are instructions for logging in to a group.
- Select the person you want to check in from the search results. The same person can be in several different person groups (for example, both an artist and an invited guest), so it is worth making sure that it is the right person. If the person is in several person groups, you can review both profiles, provide the necessary products and check them in in both roles. Both entries must be made separately.
- By clicking the green check-in button, you can access the person's information and check them in.
Person check-in view
Cfrom the heck-in tab You will find all of the person's shifts and events, payment transactions, collections associated with the person, and assigned products. Here you can also write notes related to the person that are visible to other users.
The Check-in window is divided into three tabs: Check-in, Details, and Documents. In the example account below, documents are not enabled, and therefore are not in the check-in view.
If the documents function is enabled in the customer's account and a person group has been created documents, The check-in window also shows documents tab. On the Documents tab, you can see which documents have been assigned to the person. You can also download them to your computer and print them if necessary.
Information –the page can be hidden
From the Details tab you will find all the information provided by the person, which he has completed in the form. Here you can quickly check, for example, a person's phone number or email address. Log-in functions can be limited by creating separate check-in user credentials, so confidential information is not visible to everyone.
Checking in a person part 2
- In the person's information, you can see the products assigned to them as well as any shifts, events or documents.
- Check that the information matches. Then select the products to hand over and mark the person as having arrived at the event or shift by ticking them.
- If you register employees for a shift via checkin, mark the shift as "on".
- Finally, click the check-in button. Now the person is checked in!
Only approved persons can check others in on the check-in view. If you want, you can change this group of people in the dashboard tab Settings -> Allow check-in without approval. In this case, you can also check in people with other statuses.
When a person has not yet received all their products or checked in to all shifts or events, their status is partial check-in. Only after receiving all products and registering for all shifts or events does the person's status change fully checked-in.
The registration remains in the person's data time stamp (check-in log). The time stamp shows the exact time when the person was checked in and who checked them in.
Group check-in
- Enter the name of the organization in the Search for people field.
- All people in the organization will appear in the drop-down menu (everyone who is associated with the group). Note: the more specific you are in the organization name, the better.
- Don't select anyone, just press Enter.
- After this, you will see all members of the organization (e.g. a band) or people associated with it listed.
- You can then click through all the people and check them in. People must be checked in individually.
- Remember to check that you give all the products addressed to the person.
NOTE! You can enter comments and notes in a person's check-in view, which are visible to everyone. Remember to check and utilize the feature.
Checking out persons
If it is a multi-day event, the person can be checked out at the end of the day.
- Open the person's information in the check-in view. Tick the Check-out box next to the correct shift.
- Click Check-out.
If you checked in a person by mistake, you can easily cancel this on the check-in view by clicking Cancel check-in. Both logging out and canceling logging in leave a time stamp on the person's data.
Advanced search and automatic text messages
On the right side of the check-in view, you can find search functions that allow you to perform advanced searches related to check-ins, statuses, and products, as well as define an automatic greeting that goes out to all people upon check-in.
Search functions
You can view even more extensive search functions from the Search tab. The search functions are convenient when you want to view, for example, the number of volunteers who did not show up or all checked-in guests who have picked up their passes.
You can filter the view according to logins, groups of people, status and products. When you have made the selections you want, the view will filter all the people who meet the criteria.
If you want to message via the Search page, check the instructions. through here, and go to the bottom of the page External communication via the Search function on the Check-in page.
Automatic text message
An automatic text message can be sent to people when they log in. This is a small but high-value feature that can be used to delight attendees who have checked in to an event in the form of a happy greeting.
When you want to send an automatic text message, go to the Administration tab either in the check-in view or in the extensive search.
Click the SMS on check-in button and write a message. The maximum number of characters in one message is 160 characters. Finally, press Save.
Please note that the text message package must be switched on if you want to use the text message functions.
Check-in credentials
Check-in functions can be limited according to user account management rights, in which case confidential information is not visible to everyone. Creating usernames is covered in Settings.
Different user levels in the check-in view
Admin: All Rights Reserved. Admin can also create new usernames.
Editor: Otherwise, the same rights as Admin, but Editor cannot create new user IDs.
User: Limited editing options.
Gate Plus: Can only use check-in functions. The Gate Plus user also has access to personal information in the check-in window.Gate: Can only use check-in functions. The Gate user cannot access people's information.
NOTE! If the person cannot be found during the check-in situation, check that
- The person has been accepted for the event
- The check-in person (Gate or Gate+ rights) has the right to see the form information and those who have registered. Check this in the form management, under rights.
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