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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 sets the stage for a great event! Whether you bought or rented your equipment, this article guides you through setting up your hardware and provides links to troubleshooting and help resources.

Looking for Session Check-in hardware 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.

Required hardware

You must have at least one of each of the following to run event check-in:

  • Zebra ZD620 or ZD621 printer

    • Power cable

    • Network cable

  • Apple iPad

    • Power cable

  • iPad Stand

  • WiFi router with SIM or venue hardline

    • Power cable

  • Badge Stock

Setup steps

⚠️ Caution! Set up each piece of equipment in the order in which it's presented here. If you rented hardware from Choose 2 Rent, follow the instructions in the 'Hardware Setup Guide' included in your rental kit box.

1. Router setup

Plug the router's power cord into a power source. Within a few minutes, the router should be ready to go. Connect the network cable to one of the numbered LAN ports on the back of the router and plug the other end into the printer’s network port.

Depending on the router model, you may also need to attach the router's WiFi and cellular antennas.

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 network cable is connected to both the router and the printer.

💡 Keep in mind, printers must connect directly to the router with a network cable.

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

3. iPad setup

⚠️ Complete these steps for each iPad.

Place the iPad in its display stand. While iPads can operate on battery power for at least 4-5 hours, even with heavy use, keeping them plugged in prevents possible check-in interruptions. If power cables can't reach a power source, use periods of lower traffic to recharge a single iPad if necessary.

Power on the iPad and connect it to the router’s WiFi network. If you have multiple routers, make sure you connect each iPad to the correct router. Network information is usually printed on a sticker on the bottom or back of the router or inside the router's box.

Update the Onsite App

If you bought your own iPads, simply check the App Store for an update, and skip the rest of this section.

All Choose 2 Rent rental iPads are updated with the latest version of our app before shipping. In some rare cases, we may release an update after your rental kit ships. For instructions on updating a Choose 2 Rent 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're a check-in worker and 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 the following in mind:

  • If you're working with multiple printers, be careful to select the right one. Printers appear in the app by their serial number, which you can find on the bottom of the printer. You can also tap the Add Printer by IP Address button and enter the printer's IP address manually.

    💡 Keep in mind, a printer's IP address can be found on the printer's screen. For ZD620 printers, the main screen rotates between showing the printer's current version and its IP address. For ZD621 printers, tap Printer Info to find the IP.

  • When you set the Printer Location, you're likely filling in the second half of a statement that starts with something like "Your badge is being printed in...". It's a good idea to add a number in parentheses at the end so you can tell the difference between printers in the same location. Example: "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. Have we mentioned that enough yet? 😉

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, here's what to do next:

App help

For all issues related to the Webex Events Onsite app, such as errors, attendee data problems, and settings, chat with the Webex Events support team.

Hardware help

For all issues related to hardware, such as misprints and configuration problems, contact your rental provider. If you bought your own equipment, live chat with us using the bubble at the bottom right corner of this screen.

Questions? Chat with us, email, or attend a Face to Face session.

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