Eventact Arrival: Event Check-In & Badge Printing Guide

May 27, 2025 | 6 min read

Eventact Arrival is a cloud-based check-in and badge printing system designed to streamline event entry. Whether operated by staff or used as a self-service kiosk, Eventact Arrival ensures a fast, smooth check-in process for attendees.

While you can use Arrival, a standalone check-in solution, integrating it with Eventact pre-registration creates a fully synchronized attendee journey - from signup to onsite check-in. This integration eliminates manual steps and enhances efficiency for both organizers and attendees.

Benefits for Event Organizers:

• Seamless data synchronization: Real-time, automatic data sharing between platforms eliminates manual uploads and transfers.
• Reduced Workload: There is no need to upload or download registration data before or after the event.
• Continuous Registration: Keep online registration open during the event—no cut-off required.
• Flexible Check-In Options: Allow staff-operated check-in at the Arrival Desk or enable attendee self-check-in with the Arrival Kiosk.
• Scalability: Designed to support events of any size, from small meetings to large conferences.
• Real-Time Insights: Monitor check-in progress and session attendance as they happen.
• Offline Functionality: Continue check-in operations even with limited or no internet connectivity.
• Onsite Badge Printing: Print professional, personalized badges instantly at the venue.
• Low Bandwidth Compatibility: Internet connectivity at event venues can be unpredictable. Eventact Arrival is designed to work reliably even with cellular or low-bandwidth connections.

For an overview of Eventact Arrival features, click here.

Core Components:

Eventact Arrival includes three components:

1. Arrival Desk: A web-based app for event staff to manage attendee check-in, print badges, and track attendance. Compatible with any device running a standard browser (Windows, macOS, Android, iOS).
2. Arrival Kiosk: A self-service, web-based app for attendees to check in using QR codes, registration codes, or phone numbers. Minimizes the need for staff and offers a streamlined experience.
3. Arrival Printer: Arrival Printer is a Windows application that manages badge printing. It supports most Windows-compatible printers and allows multiple desks and kiosks to share the same printer.

Intended Audience

This guide was written for users with basic technical experience using the Eventact registration management system and configuring printers.

Pre-Event Setup

The Eventact back office serves as the central hub for managing event check-in. Event managers can configure Arrival Desks and Kiosks in advance and monitor real-time check-in activity during the event.

Real-time monitoring includes the total number of arrivals, the number of badges printed per desk, and the status of active printers and stations.

Initial setup tasks include:

• Defining check-in eligibility criteria.
• Designing and assigning badge templates.
• Customizing the interface text and display fields for both Arrival Kiosk and Arrival Desk.

Each desk or kiosk can then be individually configured with settings such as:

• Station name or location.
• Whether it supports onsite registration or only allows pre-registered attendees.
• The printer assigned for badge printing.

Each Arrival Desk, Kiosk, and Printer App connects directly to the internet. No local network setup is required.

Pre-Event Testing

Testing your Eventact Arrival setup before event day is invaluable to minimize surprises and ensure event managers and attendees a smooth, stress-free arrival experience. A test should include a run-through of your check-in process, simulating self-service kiosk and staff-operated check-in, QR code scanning, and badge printing.

Use the following checklist to ensure everything is operating flawlessly:

• Confirm Attendee Search Functionality: Perform searches by name, registration code, or phone number to confirm you can find expected attendees and their correct details.
• Simulate Check-in: Perform run-throughs of both self-service kiosk and staff-operated desk check-ins.
• Verify QR/Barcode Scanning: Test QR code and barcode scanning with sample tickets and registration codes.
• Confirm Badge Prints Appearance: Print badges to make sure they look as intended. For setups that include custom badges for each attendee role, verify that each attendee type receives the correct badge design and the vouchers they are entitled to.
• Check Printer & Scanner Connectivity: Confirm that all printers and scanners are correctly connected and functioning across all Arrival Desks and Kiosks.

Badge Design and Configuration

Badges can be configured either from the Eventact back office or directly within the Arrival Desk settings. Any changes will automatically sync across all Arrival Stations.

To Configure Badges:

1. Navigate to Registration > Arrival > Badges in the Eventact back office.
2. Edit the Default Badge: Click to edit the default badge.
3. Customize:
   • Reorder Lines (e.g., Name, Company) via drag-and-drop.
   • Edit Content using plain text or tokens (e.g., {Account.Full Name}).
   • Add Elements: Text, QR codes, barcodes, images.
   • Style Text: Align, change font, size, bold, underline, italics, invert color.
   • Positioning Set precise X/Y coordinates for each line.

Advanced Options:

• Conditional Printing: Print badges based on role, ticket type, or registration status.
• Duplicate Badges: Clone existing badges and apply variations as needed.

Arrival Desk

The Arrival Desk is tailored for staff-operated check-in and badge printing.

Key Features:

• Check-in pre-registered guests.
• Register new guests onsite.
• Edit guest details.
• Validate tickets for sub-events.
• Track session attendance and generate analytics.

Requirements:

1. Device: Laptop, PC, or tablet with a browser.
2. Scanner: Built-in camera or an external QR code scanner.
3. Internet: Recommended 5 Mbps download / 2 Mbps upload.

Arrival Desk Setup

From Eventact back office:

1. Access Settings: Go to Registration > Arrival.
2. Select Forms: Choose which registration forms to display in the Arrival Desk.
3. Enable On-Site Registration (Optional): Select the form to be used.
4. Configure Guest Info Display: Choose what data appears to the operator.

Arrival Desk Users

Create individual Eventact user accounts for each desk operator. While shared logins are possible, personal accounts are recommended for better control. Once the Arrival Desk and user accounts are set up, you can share the Arrival Desk link with the event check-in desk operators.

Settings for Each Arrival Desk

On each desk, access Settings and enter the printer ID to which the desk will print the badges.

Instructions for Desk Operators

1. Open the Arrival link on your computer.
2. Log in with your Eventact credentials.
3. Select the event project.
4. Choose to Preload Data or Skip.

   Preload Data downloads the complete attendee list for faster offline access and backup. Data syncs once connectivity is restored.

5. Click on the Gear Icon ⚙ to:
   • Set Printer ID .
   • Choose Search Statuses.
   • Assign a Desk ID.
   • Toggle Camera.

Finding Attendees

Search by name, registration code, ID, or phone number (with or without country code).

Finding Attendees by Phone Number:

Operators may enter the whole phone number with the country code or the local number in the event country.

Arrival Kiosk

The Arrival Kiosk is a touch-optimized, self-service check-in system designed to streamline attendee entry without the need for staff intervention.

Key Features

• Self-check-in: For pre-registered attendees via a clean, intuitive interface.
• Quick installation: Just open a simple link on the target computer.
• Onsite registration support: Optionally allow walk-ins to register directly at the kiosk.
• QR code and e-ticket scanning: Using the device's built-in camera or an external QR code reader.
• Flexible check-in methods: Attendees can check in using a phone number or registration code.
• Access control: Restrict check-in based on registration status, ticket type, or attendee role.
• Multi-lingual interface: Attendees can choose their preferred language during check-in.

Requirements:

• Device: Any laptop, PC, or tablet with a browser.
• Touch Screen: Recommended.
• Keyboard: Needed only for onsite registration.
• Scanner: Built-in or external camera.
• Internet: 2 Mbps download recommended.

Setup Steps:

• Configure in Back Office:
  • Enable self-check-in via code or phone number.
  • Allow new registrations if needed.
  • Customize kiosk messages (welcome, error, reminders).
• Install Kiosk on Each Device:
  • Open the kiosk link from the back office.
  • Enter:
    • Kiosk ID
    • Printer ID
    • Event ID
    • Event password
• Operation:

  Upon arrival, attendees scan their QR code or enter their code/phone number. A badge is printed automatically once verified, and the registration status allows self-check-in.

Eventact Printer

The Arrival Printer app is a Microsoft Windows application that controls printers and manages badge printing for the Eventact Arrival system. The printer app needs to be installed and connected to a printer. In the settings, you need to enter the EventID, Password, and a unique Printer ID in the Eventact Arrival Network.

Requirements:

• Device: A Windows PC or notebook.
• Internet: 5 Mbps download / 2 Mbps upload recommended.

Installation:

1. In the Eventact back office, navigate to registration > Arrival, locate the arrival printer download link, and click it.
2. Run the .exe file. Install .NET Desktop Runtime if prompted.
3. In the Arrival Printer App, the Options > Printer & Paper size menu
4. Enter the following event details and printer details:
   • Event ID - see the arrival page in the backoffice
   • Arrival Password - see the arrival page in the backoffice
   • Printer ID - Choose a unique number to identify this printer in the event.
   • Printer - In the Printer dropdown menu, Choose your physical printer.
   • Badge Size - Set the badge size.

Tip: Use a local USB connection for best performance.

Printer Troubleshooting Tips

Problem: The printer does not print badges, and you don't see the badge in the Arrival Printer App

• Confirm that the EventID and Password in the Eventact Printer match those in the back office.
• Confirm Printer ID - Confirm the printer ID matches those in the Arrival Desk and Arrival Kiosks.
• Verify Internet Connectivity: Ensure stable connections for all devices.

Problem: You see the badge in the Arrival Printer App, but the printer does not print it

• Pause Mode: Verify that the printer is not in pause mode.
• Connectivity: Ensure the printer is physically connected and not disconnected.
• Paper Jam: Check for any paper jams that might be preventing printing.
• Select Printer: Check that the physical printer is selected in the Eventact Printer options.
• Print Queue: Open the 'Print Queue' and delete any stalled jobs.
• Test Page: Print a test page to isolate the issue between Windows and the printer.
• Restart Spooler: If test page printing fails, restart the Windows Printer Spooler service. In the search box on the Windows taskbar, type services and then select Services. Find and double-click Print Spooler in the list of services. Select Stop, wait for the service to stop, and then select Start.
• Check Spooler Files: Check for corrupted files in the spooler directory.
• Unplug and restart your printer.
• Install the latest driver for your printer.
• USB Connection: If using a USB connection, try a different port or USB cable.
• Power Cycle: Unplug your printer and computer, wait a few minutes, and then plug them back in. Restarting can often fix temporary issues and restore functionality.
• Check for Errors: Look for error messages on the printer's display or Windows Event Viewer.

Frequently Asked Questions

Q: The venue offers a shared high-bandwidth connection or separate low-bandwidth lines. Which is better for Arrival Stations?

A: A shared high-bandwidth connection is generally preferred. Here's why:

• Efficiency: A shared connection can more effectively handle the varying bandwidth demands of multiple devices, optimizing network resources.
• Performance: Better peak-time operation at any individual desk.

However, individual low-bandwidth lines may be more cost-effective and isolated from network congestion, which can be ideal for smaller events.

Q: Can I customize the kiosk's appearance?

A: Yes. You can customize welcome messages and prompts in the Eventact back office under Arrival Settings. Branding, colors, fonts, and images are configured under Project > Design.

Additional Support

Please don't hesitate to contact our support team for further assistance. Your feedback is valuable to us as we strive to improve our resources.