Event Participants
Check In and Event Participant Records
When a person checks in, the system creates or updates the person's Event Participant record as the labels print. You can see the Participant record on the Event record immediately.
If there is a printer error that prevents the labels from printing, the system doesn't create or update the Participant's Event Participant record. You'll need to address the error and check the person in again.
Search Results and Events, Groups, and Rooms
When using the Check-In Kiosk, a Participant appears differently in search results based on how the Event, Group, and Rooms are set up in the Platform.
- Expected (RSVP): This person is an Event Participant in the Event.
- Expected (Group): This person is a Group Participant in a Group associated with a Room associated with the Event.
- Not Expected (Guest): This person is not associated with the Event, but the Event allows guests to check-in.
Expected Event Participants
When you check in an expected Event Participant with a status of "Registered" or "Attended", the related Groups & Rooms record determines the Group and Room. After you check in, the explicit Group and Room fields are set on the Event Participant record for reporting purposes. If the person is in a Group associated with a Room associated with the Event, their Group Role is included on Event Participant record.
While we don't recommend this, in the rare scenario where the Group or Room field is set on the Event Participant record before the Event Participant checks in, the following table helps you see how the system determines the Group and Room. If the Event Participant record has:
| Explicit Group Participant | Explicit Room | Group in Event > Rooms & Groups | Qualifier | Result |
|---|---|---|---|---|
| True | True | True | If Groups Match | Show "Registered" using Group and explicit Room. |
| True | True | True | If Groups Don't Match | Shows "Registered" using explicit Group and explicit Room and "Expected" for each Group through Rooms & Groups. |
| True | True | False | Shows "Registered" using explicit Group and explicit Room. | |
| True | False | True | If Groups Match | Show "Registered" using explicit Group, determines Room through Rooms & Groups. |
| True | False | True | If Groups Don't Match | Shows "Registered" using explicit Group, looks for Room Reservation sans Group and "Expected" for each Group through Rooms & Groups. |
| True | False | False | Show "Registered" using explicit Group, looks for Room Reservation without a Group. | |
| False | True | True | If Rooms Match | Shows "Registered" using explicit Room and "Expected" for each Group through Rooms & Groups. |
| False | True | True | If Rooms Don't Match | Shows "Registered" using explicit Room and "Expected" for each Group through Rooms & Groups. |
| False | True | False | Shows "Registered" using explicit Room, no known Group | |
| False | False | True | Shows "Expected" for each Room and Group Reservation | |
| False | False | False | Shows "Registered", looks for Room Reservation without a Group |