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Digital guest lists are becoming a must-have for most event planners in the city. They do not only help to get rid of pens, clipboards and messy paper lists at the door. They also guarantee an ultra-fast check-in experience and make sure event planners stay organized.

When going digital at the door you should to look out for the following key functionalities:

 

1. Usability

Guest list apps need to be easy to use.
You do not want to waste time explaining how the app works and check-in team must be able to understand it during a 5 minutes briefing, on-site.
The guest list app should also have a full-text search, to let your team search by either name, company or for any other information you uploaded. The check-in button should be clearly visible and already checked in guests should be marked in the list.

If Walk-ins are expected, make sure the app provides an easy way for the check-in team to add these guests.
Finally, make sure the perfect guest list app lets you re-upload guest lists up until minutes before the event. This gives you further peace of mind knowing that you can fix potential errors in your guest list within minutes and get the changes up to all tablets instantly.

 

2. Security & Reliability

Data security is becoming more important for many clients in 2018 and we expect this to even increase in the years to come. Make sure the guest list app follows highest security standards, hosts the data on secure cloud servers and offers SSL encryption throughout the whole process.

You should make sure that the app still works when the internet connection goes down for whatever reason. There should be an offline mode which lets your team still do the job and lets you synchronize your data when you have internet again.
For certain events, you may also want to restrict access to data through multiple logins and user rights. It is helpful to have one user who can edit guests, one for checking-in guests only and another user for a read-only access.

 

3. Speed

When it is getting hectic and guests arrive at the same time you need to make sure the app lets your team check-in hundreds of guests within a few minutes. Make sure the guest list app provides search results even though you have not typed in the full name of the guest.
Checking-in guests should only require two tabs on the iPads. Highlighting guests in search results who have not checked in further speeds up the whole process.

Real-Time Sync

One of the key benefits of using a top guest list app is its sync capability between all connected devices. The app should sync automatically and in real-time, which means that once you do a check-in on one iPad, this is immediately reflected on all other iPads. The total number of check-in guests goes up and you know at any time who is checked in and who is still missing. The same sync should be in place when you add, edit or delete a guest.

 

4. Reporting

Make sure the guest list offers a detailed check-in report which lets you see checked in guests and no-shows, check-in times, and lets you track all changes made during the whole guest list curation as well as on-site.
By confirming that the app also has an IOS or Android version you may also like to have access to real-time reports and statistics on your phone before, during and after the event.

 

Final Tip: Even the best technology does not work properly if you are using old and outdated devices. So make sure you have the equipment that your event deserves.

Did you know, you can rent the latest iPads, Wi-Fi networks and badge printers from us. Get a quote today.

iPad Rental

Create the perfect guest experience by renting the latest iPads.

 

The iPads are already configured and set up, so you are ready as soon as you switch them on.

 

Contact us for a quotation including event date(s), event venue or office address and amount of of iPads required. As a ball park figure when using the iPads for guest check-in, we recommend to use in average 1 iPad for 100 guests.

Suggested iPad count:

 

Check-in for 100 guests: 1-2 iPads
Check-in for 150-250 guests: 2-4 iPads
Check-in for 300-400 guests:  4 iPads
Check-in for 400-600 guests: 6 iPads
Check-in for 600-800 guests: 7-8 iPads
Check-in for 1000 guests: 10 iPads

 

Additional iPads may be added for Walk-ins or if guests arrive sharp within a short time window of 15-20 minutes.

Get A Quote Today!

Guest Registration & Check-in

The perfect guest experience usually begins way before the event has started. But the first touch point on-site happens when guests arrive and enter the venue.

 

 

Wow your guests with an efficient yet personal entry management. Fast, reliable, and secure on-site guest check-in with interconnecting tablets.

Why event planners love the app:

1

Ultra-fast check-in

2

Full-text guest search

3

Instant synchronization across all devices

4

Automatic Offline Mode

Most popular features

 

Walk-in registration
Editing of guest details on-site
Multiple guest lists and guest groupings
NO-RSVP and +1 handling
Custom order of guest fields
Guest Pictures
Check-in alerts to staff or guests
App branding with event flyer or company logo
Fast guest list import (MS Excel)
Real-time Reporting (MS Excel)

Compatible with these add-ons

5

Seating charts

6

Name badge printing

7

QR Code Scanning

8(x148)

Email Campaigns

9(x148)

MMS Campaigns

Contact us for a quotation.

Get A Quote Today!

Name Badge Printing on-site

Smart guest list apps and thermal label printers allow you to generate name badge on-site in a matter of seconds.

The iPads are connected to the printer via a Wi-Fi connection. When pressing the check-in button, the label is printed. It can contain e.g. first name, last name, job title and company or any other guest information. Font and text size can be customized.

Most common label sizes are 62mm x 35mm (horizontal print)  and 90mm x 62mm. (vertical print)

Get in touch with us for a showcase or demo.