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Onsite Event Check-in Hardware Setup
Onsite Event Check-in Hardware Setup

Step by step instructions for hardware and app setup at the event location

Daniel Murphey avatar
Written by Daniel Murphey
Updated over a week ago

The Event Check-in experience is the first touch point for attendees at an in-person event, so making a great first impression at check-in sets the stage for a great event!

This article guides you through setting up your Webex Events Onsite hardware kit and provides links to troubleshooting and help resources. Bought your own equipment? You can use these instructions, too. Read on! 📖

Looking for Session Check-in setup instructions? Read our Session Check-in Device Setup article.

💡 Keep in mind, we recommend setting up and testing iPads and printers no less than one day before attendees begin to arrive. This provides plenty of time to work through any questions or confusion before check-in begins. You should also test each morning of the event to make sure the equipment is working properly.

What it's like

The following video shows you Onsite in action at an event, including check-in table setup and what the attendee experience is like!

Now, let's go over the setup steps.

What's in the box

There are two different box sizes you may receive, depending on the size of the event. If you bought your own equipment, skip this section. 🙈

💡 Keep in mind, we don't provide rental kits for Session Check-in.

Picture of a small Onsite kit box with its lid open and some of the contents unpacked.

Your Onsite kit will arrive with at least one of the following:

  • Zebra ZD620 or ZD621 printer

    • Power cable

    • Network cable

  • Apple iPad with protective case

    • Power cable

  • iPad Stand

  • Cellular Router with SIM

    • Power cable

    • Network cable

  • Badge Stock*

  • Folder with return labels, setup instructions, and zip ties to secure boxes for return

*The box may not contain badge stock if you chose to source badges from somewhere else.

Setup steps

⚠️ Caution! Make sure you set up each piece of equipment in the order in which it's presented here. Don't throw away any of the packaging in an Onsite rental kit. You'll need it for return shipping.

The video below shows a setup demo, and the written instructions below provide setup steps and more best practices. Note that the video below shows only the ZD620, though most of the steps are the same for the ZD621.

1. Router setup

Plug the router's power cord into a power source. After about 30 seconds, the router should be ready to go. Plug the supplied Ethernet cable into one of the LAN ports on the back of the router and plug the other end into the printer’s network port.

You may also need to attach the router's antenna(s). Simply screw antennas into ports not marked 'GPS'.

2. Printer setup

⚠️ Complete these steps for each printer.

Plug the printer’s power cord into a power source and press the power button. After the printer powers on, make sure the network light above the top right corner of the screen is green. If the light is off or yellow, check to make sure the Ethernet cable is connected to both the router and the printer.

💡 Keep in mind, printers must connect directly to the router with an ethernet cable.

Now, complete the steps in our Zebra ZD620 and ZD621 Printer Setup article to load badges and calibrate the printer.

3. iPad setup

⚠️ Complete these steps for each iPad.

Place the iPad in its display stand. We recommend keeping the iPad's power cable connected to a power source. However, iPads can operate on battery power for at least 4-5 hours, even with heavy use. If power cables can't reach a power source, use slower periods to pull an iPad down to recharge if necessary.

Power on the iPad and connect it to the router’s WiFi network. If you have multiple routers, make sure you connect the iPad to the correct router. Network information for rental routers is found on the bottom of the router.

Update the Onsite App

All rental iPads are updated with the latest version of our app before shipping. In some rare cases, we may release an update after your Onsite kit ships. If you bought your own iPads, simply check the App Store for an update. For instructions on updating a rental kit iPad, watch the video below, or read the following instructions.

On the iPad's home screen, tap the Business app. On the 'Your Apps' page, tap (Re)install/Update under the Onsite app. A message appears saying "Command sent to the device". Allow thirty seconds to a minute for the Onsite app to update. When it's done, you're ready to use Onsite.

Log in to the Onsite app

Now, open the Onsite app and log in using Webex Events platform credentials. If you don't have a Webex Events platform account, work with the event organizer to log in. After logging in, tap the correct event and follow the onscreen instructions. As you go through the setup, keep in mind the following:

  • If you're working with multiple printers, be sure to select the right one. Printers appear in the app by their serial number, which you can find on the bottom of the printer.

  • When you set the Printer Location, you may be filling in the second half of a statement that starts with something like "Your badge is being printed..." The preset text you're adding to is shown above the Printer Location field, so make sure that what you enter makes grammatical sense with it. If the preset text seems complete, simply name the printer something related to its location. It's a good idea to add a number in parenthesis at the end so you can tell the difference between printers. Example: "in the lobby. (1)"

  • If you skip printer connection during your initial setup of the app, you must access the app's settings and connect a printer before attendees can print their badges.

⚠️ Caution! It's crucial that each iPad and the printer it should print from are connected to the same router.

Once you've completed setup and launched Kiosk Mode, you're ready to start printing! Make sure that all cords and wires are tucked away and hidden so everything looks neat and tidy for attendees. ✨ Keep track of each iPad's battery level periodically as you check attendees in.

App and printer troubleshooting

If you need help connecting to or changing a selected printer, switching events, or configuring the printer, use the resources below. 👇

Getting help

If you can't find a solution to a question or problem using the resources above, click the button below and fill out the form to get in touch with us. We'll get back to you as soon as we can. If you bought your own equipment, simply live chat with us using the bubble at the bottom right corner of this screen.

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