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Modul 03Check-in & visitor management
Structured welcome. Clear orientation.
Check-in is the first personal moment of an event and sets the course for everything that follows. It ensures a smooth start and lets visitors focus their time and attention on the experience itself.
FLAVE ensures a smooth check-in
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Digital check-in with entry and ticket validation
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Badge printing / NFC linking / smart wearables
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Hardware from handhelds to self-check-in stations
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Area management (attendance, access)
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When check-in is more than just entry, it creates orientation and room for encounters.
FLAVE doesn’t treat check-in and visitor management as isolated measures, but as an integral process within the event logic. Based on existing workflows, roles, visitor groups and special requirements, we define the check-in and visitor management processes together with our clients and map them technically. The result: structured workflows – from the first touchpoint through areas, workshops and seating to service and communication processes.
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Ideal for
—Events with ticket or accreditation logic
—Events with several visitor groups and access areas
—Formats with high and/or simultaneous visitor numbers
—Setups with automated badge printing at check-in
—Events with access control and attendance tracking
—Scenarios with ongoing check-in and dynamic seat allocation
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Benefits
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Clear orientation throughout the entire event
Structured workflows from the first touchpoint to areas, workshops and side events.
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Differentiated control of visitor groups and access
Access, permissions and attendance clearly managed – e.g. for VIPs, press, speakers or attendees.
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Smooth start even with complex event structures
Multiple entrances, parallel programme items and high visitor frequency safely under control.
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Seamless link between check-in, areas and seating
Seats, rooms and workshops are logically connected and clearly assigned.
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Active control while the event is running
Real-time overview of attendance, capacities, waiting lists and no-shows
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Targeted service and communication processes
Event-based notifications and coordinated workflows for special guests or situations.
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More room for encounters and content
Clear processes in the background take the load off teams and visitors.
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Reliable data for reporting and records
The basis for reports, attendance confirmations and certificates.
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At a glance
Fully customisable
—Different check-in setups depending on the event structure
—Central or distributed check-in points
—Role- & permission-based workflows
—Adaptable to event days, areas & side events
Suitable for
—Events with several entrances & visitor flows
—VIP, press, speaker & attendee handling
—Workshops, talks & seated formats
—Single- or multi-day events and event series
Enables
—Consistent workflows across all check-in points
—Combining different check-in settings
—Managing attendance & capacities
—Central database for reporting & records
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Check-in scenarios in practice
Stationary check-in with badge printing
—Check-in setup with laptop and printer
—Check-in via ticket or invitation (digital or printed)
—Identification by QR code or name
—On-site registration of new guests possible
—Personalised badge printing right at check-in
Fast check-in by handheld
—Mobile check-in setup with handhelds
—QR code ticket scan for pure ticket validation
—Suitable for events without accreditation or badge printing
—Fast entry with high visitor numbers
—Additional help desk for special cases such as forgotten tickets or name searches
Self-check-in stations (self-service)
—Self-check-in with FLAVE stations
—Identification via ticket & QR code
—Automated badge printing right at the station
—Usually combined with staffed check-in
—Takes the load off staff at peak times
Check-in at areas & programme items
—Stationary or mobile check-in setup at areas such as VIP, press or reception
—Check-in at workshops or programme items with registration
—Staff scan badges or NFC wristbands
—Optional add-on: compact FLAVE kiosks as stationary scan points
Anonymised counting & access control
—Anonymised recording of entries
—Counting entries & exits without personal data
—Real-time overview of current headcounts per area or event
—For areas or events with capacity limits
—Delivered via the FLAVE Clicker app with handhelds
Combining setups
—Running several check-in scenarios at the same time
—Parallel use at different locations within one event
—All check-ins brought together in one system
—Consistent matching of registrations, waiting lists & attendance
—Flexible adaptation to schedule, visitor flows & event structure
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Functions and features at a glance
FLAVE delivers your check-in process – and takes it further. Badges with QR codes or NFC as well as (smart) wearables that can be used for identification and for interaction. Handing out giveaways, managing (VIP) areas, tracking attendance for CME points, for example – we integrate all this and much more for you.
Software
—Seamless integration of the FLAVE modules
—Seamless integration of client-owned and third-party systems
—Automated badge and certificate issuing
—Live guest data capture
—Checking and matching visitor capacity
—Tailor-made rental and issuing apps
—Clicker app for anonymous visitor counting
—Managing and monitoring several entrance areas
—Automated (SMS) notifications when VIP guests arrive
—Attendance tracking for workshops (CME points)
Hardware
—Handhelds for fast check-in
—Handhelds for the Clicker app for counting
—Handhelds for the rental app
—Check-in station with PC for registration
—Badge printing equipment for automated printing
—Self-check-in station with badge printing option
—Event wristbands in various materials
—Pre-printed paper badges
—Blank paper badges for full-colour printing and personalisation
—Integrated NFC/QR functions in wearables (badges, wristbands…)
With FLAVE, you combine powerful software and modern hardware for efficient and secure event management. Third-party software integrates seamlessly, and we can step in flexibly at any point in your processes.
With a successful check-in, we make sure your event gets off to a great start!
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System embedding & integration
System embedding & integration
—Use as a standalone solution or together with other FLAVE modules
—Preparation and configuration based on existing client processes
—Connection to existing client systems and third-party tools possible
—Optional on-site support from FLAVE
Data & consolidation
—Central recording of all check-ins within an event
—Consolidating data from different check-in scenarios
—Consolidating data from FLAVE modules & connected third-party systems
—Consistent overview of attendance, access and capacities
—Basis for reporting, records and further processing
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FLAVE extensions & add-ons
Solutions
—Invitation & attendee management
—Ticketing solutions
—Lead management & interaction
—Event Cockpit / Navigator
Hardware & media
—FLAVE Self-Check-in Station
—FLAVE Business Badge
—FLAVE Event Handhelds
—FLAVE Event Clicker
FLAVE connects check-in scenarios and data into a controllable event operation – with clear on-site workflows and a solid foundation for reporting, records and decisions.
FLAVE – your events. Digitally supported.