Session check-in: track onsite attendance and generate leads

This article is intended for event organizers using the Grip Dashboard.

Table of contents

• What Is Session Check-In?

• How to Configure Session Check-In on the Grip Dashboard

• How to Use Session Check-In Onsite

• Managing and Exporting Session Check-In Data

• FAQs

What is session check-in?

Session Check-In is a feature designed to track physical attendance at sessions by scanning participant QR codes or badges onsite. It allows event staff or sponsors to capture verified event participant data for engagement analysis or lead generation.

This feature is ideal for:

• Attendance verification track who physically attended each session

• Lead capture for sponsors based on in-person session participation

• Session popularity analysis using real-time attendance data

How session check-in works

• Scans are performed through the event platform’s mobile app by authorized users (event organiser staff or enabled for sponsors).

• Event partcipnats are scanned upon entering sessions using their physical badge or in-app QR code.

• Each scan is linked to the attendee’s profile and recorded under the session.

• Leads are generated if the scanned session has an assigned sponsor with an active team.

 

How to configure session check-in on the Grip Dashboard

To enable accurate session check-in functionality and ensure sponsor teams can export leads, follow these steps:

Before you start

• Ensure each session has a linked company profile. If no sponsor is assigned, the scan data will not be exportable.

• Teams must be activated for sponsors to access lead data via Grip.

• The event must be set to Live in the Grip Dashboard (not Draft).

Configuration steps

1. Assign the Sponsor

   • Headline sponsor: Added from session settings, visible from the agenda (max 1 per session).

   • Session Sponsor: Added as a contributor, visible from the session detail page (no limit).

2. Enable session check-in export

   • Go to: Event Details > Event Data Types > Companies

   • Click the gear icon next to the sponsor’s Data Type

   • Toggle Session Check-In Export to ON

   
   
   
3. Add navigation for session scan

   • Navigate to: Event Setup > Navigation

   • Click Create Navigation Item

• • Set item type to: Session Scan
  • Choose session access:

    • All Sessions — gives access to all listed sessions

    • Sponsored Only — restricts access to sponsor’s own sessions

  • Assign this item to the appropriate Data Type (e.g., "Event Staff" or "Company Reps") so they can use it on the event mobile app
    

 

 

How to use session check-in onsite (via mobile app):

Session Check-In is available through the event platform’s mobile app only.

For Event Staff and Sponsor Representatives

1. Open the event mobile app.

2. Navigate to the Session Scan item from the More menu.

3. Select the appropriate session.

4. Begin scanning attendee badges or QR codes using your phone’s camera.

For event participants

• Attendees present their physical badge or in-app QR code for scanning at the session entrance.

• Scans work even if the attendee has not added the session to their schedule.

Lead Generation

• If a session has one or more sponsors with active teams:

  • Scanned participants will appear as leads under My Team > Leadson the web event platform.

  • Leads are labeled: "Has attended in person: [Session Name]".

• These leads can be qualified as usual or exported without qualification.

There is no limit to the number of scans that can be performed.

 

How scanned data is managed and exported

There are two main ways to manage and export session scan data depending if it's for event organiser or their sponsored session sponsors:

1. Export by sponsor (Team view)

• Scanned participants will appear in the sponsor’s My Team > Leads area.

• Leads are exportable via the Session Check-In Export option under Exports > Export Session Check-In.

 

2. Export by organizer (Grip dashboard view)

As an event organizer:

• Go to: Insights > Event Insights > Badge Scanning > Session Check-In Records

• Filter by session name or other criteria.

• Export full check-in records for compliance, reporting, or follow-up.

 

 

FAQs

Q: Does session scanning create a connection between the scanner and the attendee?

A: No, session scanning does not establish a connection between the representative and the attendee.

Q: Do I need to enable badge scanning permissions before using session scanning?

A: Yes, badge scanning permissions must be enabled for the data types that will use session scanning.

Q: Is session scanning data included in the ‘Connections Export’ file?

A: No, session scans are not included in the Connections Export.

Q: How can I get access to the session scanning feature?

A: If you do not currently have access, please contact your Grip Account Manager.

Q: Can a representative use both a Session Scan and a Badge Scan for the same attendee?

A: Yes, representatives can scan attendees using both methods.

Q: Is there a limit to how many people can scan attendees at the same time?

A: No, multiple users can scan attendees simultaneously. If a large number of staff will be scanning, contact your Grip Account Manager for support.

Q: Is there a limit to the total number of session check-in scans during an event?

A: No, there is no limit to the number of scans.

Q: Does the session need to be live for check-ins to be recorded?

A: No, session check-ins can take place before, during, or after the session.

Q: Can I use an iPad to scan badges or sessions?

A: Yes, you can — but it's not ideal.

• The app works on iPads using smartphone compatibility mode.

• Scanning and networking features still work.

• The screen may look stretched or not perfectly designed for the iPad.

• You might notice small glitches.

For the smoothest experience, we recommend using an iPhone or Android smartphone.