Eventact Web Arrival: Step-by-Step Setup Guide

June 25, 2025 | 4 min read

This guide provides a detailed, step-by-step process for setting up your check-in desks and badge printing with Eventact Web Arrival.

Part 1: Initial Setup & Guest Management

1. Requirements Overview

Before you begin, ensure you have the following:

• Printer Server: A Windows PC or laptop. This machine will host the Eventact Printer application and connect to your physical printer(s).
• Internet Access: The Printer Server must have a stable internet connection.
• Network Flexibility: Check-in desks and kiosks do not need to be on the same network. This allows for flexible setup across different locations or Wi-Fi networks.

2. Accessing Eventact Web Arrival & Project Creation

• Log In: Navigate to https://arrival.eventact.com in your web browser. Use the credentials provided to your email to log in.
• Create a New Project: Click the "New Project" button.
• Enter all relevant event details in the provided fields.
• Click "Save" to create your new project.

3. Setting Up Your Project & Importing Guests

• Select Your Project: From your list of projects, click on the name of the project you just created or the one you wish to configure.
• Import Guests: Navigate to Settings > Import Guests.
• Upload Your Guest List: Click to upload your Excel file containing your attendee data.
• Map Columns: Eventact will automatically attempt to match your Excel columns to its internal fields (e.g., "Full Name," "Email," "Organization").
• Tip: Use clear and descriptive column headers in your Excel file (e.g., "First Name," "Last Name," "Company," "Job Title") to improve automatic matching.
• Set Status & Role: During or after import, ensure each guest's status (e.g., "Confirmed," "Attended") and role (e.g., "Participant," "Speaker," "VIP") are correctly set. This is crucial for badge conditions and reporting.

Part 2: Designing Your Badges

This section guides you through creating professional and informative badges for your attendees.

1. Open the Badge Editor

• Go to Settings > Name Tags.
• Click on the default badge name (or any existing badge) to open the Badge Editor.

2. Customize Badge Content

The Badge Editor enables you to define the information displayed on each badge.

• Reorder Lines: Use the drag-and-drop functionality to arrange the order of information on the badge (e.g., First Name, then Company Name, then QR Code).
• Edit Existing Lines: Click the ✎ (pencil) icon next to any line to modify its content:
  • Plain Text: Add static text (e.g., "Welcome!").
  • Tokens: Insert dynamic data from your guest list using tokens (e.g., {Account.Full Name}, {Account.Organization}, {Account.Job Title}).
• Add New Lines: Click the "Add new line" button to include additional elements:
  • Text: For static text or dynamic tokens.
  • QR Code: Ideal for check-in codes, registration confirmation, or links to digital resources. Select the relevant data field (e.g., {Registration.Registration Code}).
  • Barcode: An alternative to QR codes for scanning purposes.
  • Image: Upload an event logo, sponsor logo, or attendee profile photos (if available in your data).

3. Format Badge Appearance

Use the right-side panel in the Badge Editor to control the visual presentation:

• Text & Font: Alignment: Left, center, or right.
• Font: Choose a suitable font.
• Size: Adjust text size for readability.
• Style: Apply Bold, Italic, or Underline formatting.
• Position: Fine-tune the exact X/Y coordinates to place elements on the badge precisely.
• Inverse: (If applicable) Invert colors for specific elements.

4. Advanced Options (Optional)

• Add Conditions: Restrict printing of a particular badge design based on specific criteria. This is very useful for different attendee types.
  • Role: Print a specific badge only for attendees with a "Speaker" role.
  • Ticket Type: Assign different badge designs to "VIP" tickets versus "General Admission."
  • Registration Form: Link badge designs to specific registration forms.
• Duplicate Badge: Create a copy of an existing badge design. This saves time if you need slight variations for different groups.

5. Save Your Changes

• Crucial Step: Always click the "Save" button after making any modifications to your badge design.

Part 3: Installing the Eventact Printer Application

The Eventact Printer application bridges the gap between Web Arrival in your browser and your physical printer.

1. Download the Eventact Printer

• In Eventact Web Arrival, navigate to Settings > Printer.
• Click the "Download Arrival Printer" button.
• Click "Install" to download the Eventact Printer Setup.exe installation file.

2. Install the Application

• Locate and Open: Find the downloaded .exe file (usually located in your Downloads folder) and double-click it to run.
• Security Prompt: If a security dialog appears:
  • Click "More info."
  • Then, click "Run anyway."
• Installation Process: Follow the on-screen prompts. The installer will first ensure you have the necessary .NET Desktop Runtime and then proceed to install the Eventact Printer application.
• Completion: Wait for the installation to finish.
• Launch: Once installed, launch the Eventact Printer application from your computer's Start Menu or desktop shortcut.

Part 4: Configuring the Eventact Printer

This is the final step to get your badge printing operational.

1. Connect to Your Event

• In Eventact Printer Application: Open the application and go to Options > Printer & Paper Size.
• In Eventact Web Arrival: Go back to your browser and navigate to Settings > Printer.
• Copy & Paste Credentials: Copy the Event ID from Eventact Web Arrival.
• Paste it into the "Event ID" field in the Eventact Printer application.
• Copy the Event Password from Eventact Web Arrival.
• Paste it into the "Event Password" field in the Eventact Printer application.

2. Set a Unique Printer ID

• In the Eventact Printer application, choose a unique Printer ID (e.g., "Desk 1," "Main Entrance," "Printer 200"). This helps identify the specific check-in desk.
• Important: If multiple check-in desks share one physical printer, they should all use the same Printer ID. Otherwise, each desk with its printer should have a unique ID.

3. Set Print Interval (Polling Rate)

• Interval (ms): This setting determines how frequently the Eventact Printer checks for new print jobs from Web Arrival (in milliseconds).
• The default is 1000 ms (1 second).
• Adjustment: You may need to increase this value (e.g., to 2000 ms for 2 seconds) if you experience network latency or slow responses. For high-speed networks, you could decrease it, but 1 second is generally sufficient.

4. Select Your Printer

• From the dropdown list in the Eventact Printer application, select your connected physical printer.
• Troubleshooting: If your printer is not listed, ensure its drivers are correctly installed on the Windows PC and that the printer is powered on and connected (preferably via USB).

For troubleshooting tips see here.

5. Set Paper Size

• Match Dimensions: Accurately enter the width and height of your badge or label paper (e.g., 100 mm x 70 mm).
• Critical: This paper size must exactly match the custom paper size configured in your printer's driver settings on the Windows PC. Discrepancies will lead to incorrect printing or errors.

6. Start the Printer

• In the Eventact Printer application, click the "Start" button.
• The application will now connect to Eventact Web Arrival and be ready to receive print commands.

You are now fully set up to manage check-ins and print badges efficiently with Eventact Web Arrival!

Part 5: Arrival Common Issues & Solutions

This guide addresses common issues encountered during event arrival and provides practical solutions to ensure a smooth check-in process. As part of your setup, it’s recommended to perform a full arrival test — including verifying registrant visibility, testing device connectivity, and checking badge printing by locating a guest and printing their badge. For more information on testing procedures, see here.

Badge Printing Issues

Issue: Badges aren't being printed.

Solutions:

• Verify Eventact Printer Settings: Confirm that the Eventact printer is not set to "Don't Print."
• Check for Duplicate Printer Instances: Ensure there isn't another instance of the Eventact printer open on a different device using the same printer ID.
• Confirm Event ID and Arrival Password: Double-check that the Event ID and Arrival Password are entered correctly in the Eventact printer settings, with no extra spaces at the beginning or end.
• Review Badge Conditions: Investigate if any specific conditions are applied to the badges that the registrant might not meet (e.g., specific registration types, payment status).
• Printer Selection and Status:
  • Verify the correct printer is selected within the Eventact printer application.
  • Ensure the physical printer is turned ON.
  • Confirm you've clicked "Start" on the Eventact printer application.

Registrant Visibility Issues

Issue: On-site personnel cannot see canceled or incomplete registrants.

Solution:

• Adjust Visibility Settings: Go to your arrival settings and ensure that the desired statuses (e.g., "canceled," "incomplete") are specifically configured to be visible to staff upon arrival.

Registration and Data Issues

Issue: An attendee is not found on the registration list.

Solutions:

• Search Variations: Check for the attendee's name spelling, including any alternative names, nicknames, or professional names.
• Validate Registration Form: In the Arrival Desk Settings, confirm that the attendee is registered under a form that is designated as 'Valid Registrants'.
• Refresh Data: Click "Search Live Data" to refresh and update the participant list.
• Check Attendee Status: Verify that the participant's current status is enabled for staff visibility (e.g., they aren't marked as "canceled" or "incomplete" if these statuses are hidden).

Technical and Equipment Problems

Issue: Internet connectivity issues (slow or no Wi-Fi) are affecting software performance.

Solutions:

• Wired Internet Backup: Implement a wired internet connection at key check-in stations to ensure stable software access.
• Mobile Hotspot Contingency: Equip staff with mobile hotspots or personal data plans as a backup for accessing the software.

Issue: Laptops or tablets are crashing or freezing while running the software.

Solutions:

• Device Optimization: Ensure all devices are running the latest operating system updates and are free of unnecessary software that could cause conflicts or performance issues.
• Staff Training: Provide staff with basic troubleshooting steps for the arrival software to address minor technical glitches independently.

If you require additional help or have any questions, do not hesitate to contact Eventact Support