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 session check-in works

• How to configure session check-in on the Grip Dashboard

  • Event staff scanning participants into sessions 

  • Sponsor teams scanning participants into their own sponsored sessions

• 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 in the event mobile app or badges onsite. It allows event staff or sponsors to capture verified event participant data for engagement analysis or lead generation.

Key difference from session sponsorship: Session check-in captures in-person attendance, while session sponsorship captures digital engagement (e.g., viewing or saving sessions). 

Learn more in our article: How session sponsorship works.

How session check-in works

Session check-ins are performed using the event platform’s mobile app by authorized users, such as event staff or sponsor representatives (if scanning permissions have been enabled for them on data type level).

Event participants are scanned upon entering a session, either by:

• Scanning their physical badge, or

• Using their in-app QR code

Each scan is automatically linked to the participant’s profile and recorded under the corresponding session.

If the session has a designated sponsor with an active team—meaning at least one of their company representatives has logged into the event platform—a lead will be generated for that sponsor based on the scan.

For more details on how session scan data is handled and exported, see how scanned data is managed and exported.

 

How to configure session check-in on the Grip Dashboard

Session Check-In can be configured for two main use cases:

1. Event staff scanning participants into sessions (no sponsor involvement)

2. Sponsor teams scanning participants into their own sponsored sessions (generates leads)

Event staff scanning (non-sponsored sessions)

This setup allows event organizers to collect session attendance data. Sponsor involvement is not required.

To configure:

1. Create a Session Check-In navigation item

   • Go to Event Setup → Navigation

   • Add a new navigation item using the Session Check-In feature

   • Set visibility to the Staff data type

   Note: Data type names may vary depending on your event configuration.

2. Coordinate onsite staffing

   • Ensure staff scanning at session entrances are assigned the correct data type and have access to the mobile app

   • Test scanning access ahead of the event to avoid onsite issues

Scanned participant data will be available to the organizer via the Grip Dashboard, even if the session is not sponsored.

Sponsor scanning (sponsored sessions only)

This setup allows sponsor representatives or staff to scan participants into their sponsored sessions. If the sponsor has an active team (at least one representative has logged in), leads will be generated based on session attendance.

To configure:

1. Assign a company as the session sponsor

   • Navigate to the session

   • Add the company as a sponsor using any available sponsorship level

     • 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. Create a Session Check-In navigation item

   • Go to Event Setup → Navigation

   • Add the Session Check-In feature

   • Choose visibility based on who will be scanning:

     • Staff only – if event staff will scan on the sponsor’s behalf

     • Sponsor Rep and Staff – if sponsor representatives will scan participants directly

   Check your event’s data type labels to ensure correct visibility is applied.

3. (Recommended) Enable export access for sponsors

   • Go to Event Setup → Data Types → Companies

   • Enable the following:

     • My Teams

     • Export Session Check-In Data

   If export is not enabled, the event organizer will need to download and share scan data manually from the dashboard.

4. Coordinate sponsor staffing

   • Make sure sponsor teams are aware of their scanning responsibilities

   • Provide training or documentation as needed

   • Confirm access to the mobile app and scanning functionality before the event begins

 

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

Session Check-In is performed using the event platform’s mobile app. Scanning is only available to users with the appropriate data type access, such as event staff or exhibitor representatives (sponsors).

Scanning is supported on iPads in smartphone compatibility mode, although for best performance, mobile phones are recommended.

For event staff

Event staff can use the mobile app to scan participants into any session for attendance tracking. This setup does not require the session to be sponsored.

To scan participants into a session:

1. Open the event mobile app

2. Navigate to the Session Check-In item (usually found in the More menu)

3. Select the relevant session from the list

4. Use your phone’s camera to scan each participant’s badge or in-app QR code

Scans are automatically linked to each participant’s profile and stored under the session in the dashboard for post-event reporting.

For Exhibitor Representatives (Sponsors)

If a sponsor has been assigned to a session and at least one representative from their team has logged into the platform, scans performed by their team will generate leads for their company.

To scan participants into a sponsored session:

1. Open the event mobile app

2. Navigate to the Session Check-In item under the More menu

3. Select the sponsored session assigned to your company

4. Use your device’s camera to scan each participant’s badge or QR code

Each scan is recorded under the participant’s profile and shared with the sponsor’s team as a lead in the My Team (if exports are enabled). See  'Enable export access for sponsors' section in previous section.

For event participants

Event participants should present one of the following at the session entrance:

• Their physical badge, or

• Their in-app QR code

How scanned data is managed and exported

All session check-in data is accessible to the event organizer team via the Grip Dashboard, and—if configured—can also be shared with session sponsors through the My Team on the event web platform.

We strongly recommend enabling export access for session sponsors if sponsor representatives are scanning participants. This ensures that data is accessible to their team without manual intervention.

1. Export via Grip Dashboard (event organizer only)

Available only to event organizers with access to the Grip Dashboard.

To access:

Grip Dashboard → Insights → Event Insights → Badge Scanning → Session Check-In Records

From here, you can:

• View which sessions participants were physically scanned into

• Export the data

2. (Recommended) Enable exports to sponsors 

If session sponsors are scanning participants directly, enabling export access allows their teams to independently view and download leads from the My Team section on the event’s web platform.

When configured:

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

• Leads are exportable via:
  My Team → Exports → Export Session Check-In

This setup provides sponsors with real-time access to their session leads without requiring manual sharing from the event organizer.

• 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]".

 

3. Manual export (not recommended)

In some rare cases, event organizers may choose not to enable session check-in exports for sponsors. In this case:

• The session scan data must be downloaded by the event organizer team (see Step 1)

• The organizer is responsible for securely sharing this data with the sponsor

⚠️ Not recommended:

• This method requires extra effort from the event organizer

• It does not allow the sponsor to access their scan data in My Team

• It may delay lead follow-up

• All data sharing must comply with GDPR and any applicable data privacy requirements

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.