Arrival registration lets you check participants in when they arrive at your event. You can confirm that they have a valid ticket or access, and you can afterwards track who attended your event.
Arrival registration using the CM Exhibition app allows you to scan QR codes or barcodes and register participants manually by search using a mobile device.
Watch a quick explainer
Create access for arrival registration
To use the CM Exhibition app for arrival registration, you need to create an external login with access to arrival registration.
Create an external login
You may be asked to activate the External login page in the Website Designer: A message will appear with a link that redirects you to the Website Designer. This step is not needed if you simply want to arrival register using the CM Exhibition app.
Click Create new.
Enter Name, Username (defined by you) and Email of the person who will check participants in. You can also create an external login for yourself.
Under Profile name, write a descriptive name for the permissions, such as Arrival registration.
Click Continue.
Tick Access to arrival registration.
Click Save.
Create more logins with the same access
If multiple people will check in participants, you can create additional external logins:
Click Create new again.
Choose Saved permissions.
Select the profile you created earlier, for example Arrival registration.
Click Save.
Create multiple logins at once
You can also create several external logins at once by uploading an Excel, CSV or .txt file containing names, usernames and email addresses.
Click Create new.
Choose Upload instead of Manually.
Click Choose file and select the file from your device.
Click Upload.
Click Continue.
Match each field with the correct columns from your file using the dropdown menus.
Select which access the logins should have. You can create new permissions or use a saved access profile.
Click Continue.
Review the access profile that will be applied. If needed, you can edit the permissions before saving.
Click Save.
Any changes you make to the access profile apply to the entire profile and therefore affect all external logins that use it.
Get a mobile key
You need a mobile key to perform arrival registration in the CM Exhibition app. Once the external login has been created, there are two ways to access it.
If you will do the arrival registration
Locate your login in the list.
Find the Mobile Key.
If colleagues or partners will do the arrival registration
If colleagues or partners are performing the arrival registration, you need to provide them with their mobile key so they can log into the CM Exhibition app.
You can either:
- find their mobile key in the external login list and share it with them, or
- send them an email with their login details, which includes the mobile key.
Tick the person on the list.
Click Send login.
Write a Subject and Message.
Click Send.
The email automatically includes:
- Username
- Temporary password
- Link to the external login page
- Mobile key
Username, password and link are only relevant when logging in via browser. Only the mobile key is needed to log into the CM Exhibition app.
Check participants in and out
Log in to the app
Download CM Exhibition from the App Store or Google Play.
Enter the mobile key.
Choose Arrival registration and allow camera access.
Scan the code
Scan the participant’s code. The app notifies you if the participant has any outstanding payments. Click Check in to register their arrival.
You can swipe up on the search field to view participants already checked in.
Check in by manual search
Use the search field at the bottom of the screen to look up participants by name or email. Click their name, and then click Check in.
Check participants out
To check out participants you have already checked in, switch to Check out at the bottom of the screen and scan them (or search for them) again.
QR code or barcode required for scanning
Arrival registration via scanning requires a QR code or barcode. Participants can present their code:
- on their ticket (PDF or printed)
- inside the CM Events app
You can also include the QR code in the order confirmation or in an email, but participants will only be able to view their ticket in the CM Events app if an actual ticket with a QR code or barcode has been created.
Related guideHow to create a ticketLearn how to create a ticket with a QR code or barcode in Conference Manager.Read the guideThe app supports both. QR codes are recommended for the app because they scan faster and more reliably.
View attendance after the event
When you use arrival registration at your event, you can later view who actually attended your event. The participant list gives you a clear overview of each participant’s attendance status.
Look at the Status column.
If you don’t see the Status column, click Select columns on the right side of the table and enable Status.
The Status column will show:
- Participated – the participant has been checked in upon arrival.
- Did not participate – the participant has been checked in and then checked out again.
- Blank/empty – no arrival has been registered.
Participants who were not checked in at arrival will not automatically receive the status Did not participate. Their status simply remains blank. The system does not assume they were absent unless they were checked in and then checked out, or you actively choose to mark them as such.
Change a status
If you want to give participants the status Did not participate – or change any existing status – you can do it from the participant list.
Mark the participants on the participant list.
Click Change Status.
Choose a new status.
Important to note
- For the best scanning performance, make sure you have a stable network connection at the venue.
- If several people are scanning, each scanner should use their own external login/mobile key – we do not recommend scanning using the same login on multiple devices.
