Check-in App Briefing

Preparing Oniva for check-in

👉 Tip: Have you received this guide to carry out check-in, but you don't have access to the Oniva admin area? Then skip the next section and jump straight to "Logging in to the Oniva check-in app".

Activate the check-in app

Activate the check-in app in your event's settings. While doing so, decide whether you want to transfer guest data to the check-in app.

⚠️ Important: Without guest data, the guest list feature (see below) cannot be used.

Decide how guests are checked in

Decide whether you want to scan e-tickets. If you're not using tickets, you can instead check guests in manually via the guest list, using a checkbox. For events with more than 80 attendees, or limited time for entry, we recommend working with e-tickets.

Configure and send e-tickets

f you want to work with e-tickets, first decide whether you want to issue one ticket per booking or one ticket per booking option.

In concrete terms, this means:

• One ticket per booking: A guest receives a single ticket that summarises all booked options.
• One ticket per booking option: A guest receives a separate ticket for each option, e.g. for Workshop 1 and Workshop 2.

Your guests need to receive their e-ticket. If you only activated e-tickets shortly before the event, you should plan a campaign to send the tickets to your guests. Even if guests already received the e-ticket with their booking confirmation, it's advisable to deliver it again.

See also: How to: send e-tickets

Badges and name badges

Decide whether and how your guests should receive badges or name badges.

If you're working with pre-printed name badges, it can make sense to set a registration deadline and print the badges afterwards. For a seamless, ad hoc process, you can also print event badges directly from the check-in app when scanning e-tickets.

See the article on badges for details.

Set up the check-in app

Once everything is configured, you can install the check-in app on your device.

To open your event in the check-in app, select "Set up check-in app" under event details in the event dashboard.

‍👉 Tip: People who are only carrying out check-in don't need an Oniva admin account. You can simply give them the login QR code.

To do this, take a screenshot of the QR code and send it to the relevant people via a channel of your choice. It's best to also let them know straight away which booking options they should check guests in for (see the next section), and to send them the link to this article.

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Logging in to the Oniva check-in app

You should either have access to the login QR code via the Oniva dashboard (see the previous section), or have received it from your event team.

Set up the check-in app on your device

1. Make sure the current version of the app is installed on your device.
2. Open the Oniva check-in app.
3. Scan the login QR code shown in the Oniva dashboard.
4. The event data loads automatically.
5. Swipe briefly through the introduction – after that, you'll be straight in scan mode.

👉 Note Depending on which booking options you want to check guests in for, the app needs to be configured accordingly. If guests are to be checked in for all booking options, you can keep the default setting. If check-in is only required for a specific booking option, the other options can be deactivated.

The booking options can be adjusted at any time in the app settings. If you're unsure which options should be activated, contact your event team.

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App layout

The app is divided into three areas:

• Scan (left): This is where you scan tickets – your main working area.
• Guest list (middle): Search for people and check them in manually.
• Settings (right): Manage synchronisation and further options.

During entry, you'll generally stay on the Scan tab.

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Scanning tickets – how it works

Hold the camera up to the ticket's QR code. The app immediately shows you the result:

Green tick – all good

The ticket is valid and the person is authorised. The person may enter.

💡 Tip: Look out for notes on the screen (e.g. special information about the person).

Orange tick – already checked in

The ticket is valid but has already been scanned.

👉 Note: It can happen that the same ticket is accidentally scanned twice in a row, because it was still in view when "Continue" was clicked. In the Oniva admin area, you can check exactly when a guest was already checked in. If in doubt, quickly clarify any unclear cases with the event team.

Orange exclamation mark – wrong booking option

The ticket is valid, but not for this area (e.g. a different workshop or slot – see the note in the "Set booking options" section).

→ Direct the person to the correct area.

Red cross – invalid ticket

The ticket is not valid.

Possible reasons:

• Not an Oniva ticket
• Ticket was cancelled
• Ticket belongs to a different event

→ Always refer the person to the event team.

👉 Important: You can only check in valid tickets. The event team handles all other cases.

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Checking guests in manually

If someone can't find their ticket:

1. Open the "Guest list" tab.
2. Search by first or last name.
3. Select the person.
4. Check them in with a click.

If the guest list is missing, it hasn't been released – contact the event team.

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Settings & synchronisation

In the "Settings" tab, you can:

Check synchronisation

• Shows whether your data is up to date
• Can be triggered manually if needed

👉 Important: Only works with an internet connection.

Set booking options

• Default: all options active
• Optional: only specific options (e.g. one workshop)

👉 If the wrong option is scanned, the orange exclamation mark appears.

Log out after the event

• Log out once your shift is finished.
• The local data is then deleted from the device.

Synchronisation

Each device has its own local guest list. This means:

• You can keep scanning even without an internet connection.
• Check-ins are sometimes only synchronised later.
• This can briefly lead to differing numbers.

👉 Important: Check synchronisation during quiet moments, and make sure everything is synchronised at the end.

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✅ Best practices on site

• Stay in scan mode for a smooth process.
• Pay attention to colours and notes while scanning.
• Use the guest list if there are problems with tickets.
• Always clarify special cases with the event team.
• Check synchronisation regularly.

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🛠️ Technical troubleshooting

Having problems with the check-in app? These tips will help you solve common issues yourself.

1. The guest list doesn't load: This happens when transferring guest data to the check-in app hasn't been activated. Ask your admin to activate the relevant checkbox in your event's settings, in the Oniva admin area.
2. The check-in app isn't responding: In rare cases, the app may crash or freeze. If this happens, proceed as follows:
   • First, try closing the app completely on your device and reopening it.
   • If that doesn't help, clear the app's cache:
     • On Android: Settings → All apps → Oniva check-in app → Storage (or Storage & cache) → Clear cache
     • On iOS: Apple doesn't offer a way to clear an app's cache. In this case, uninstall the app and reinstall it.