Introduction to Onsite

Your one-stop-shop for event check-in, on-demand badge printing, and session check-in

Daniel Murphey avatar
Written by Daniel Murphey
Updated this week

Top-notch onsite event management is essential to in-person and hybrid event success, and a crucial element is check-in and badge printing. As the in-person event landscape continues to evolve, the need for tools that delight attendees and reduce onsite headaches for event organizers remains unchanged.

Webex Events Onsite is an event check-in, badge printing, and session check-in software solution that equips you with everything you need to power safe, seamless, and engaging onsite event check-in experiences. Keep reading to learn more about everything Onsite can do, and watch the video below for a quick overview of how Onsite Event Check-in works!

Seamless event and session check-in

The check-in experience is the first touchpoint for attendees at an in-person event and at sessions they attend. If your check-in process impresses, it sets the tone for your attendees' experience throughout the event. Webex Events Onsite makes this possible with simple, intuitive event and session check-in and badge printing that’s customizable and fully integrated with Webex Events products.

The Onsite event check-in process: selecting 'Check in with QR Code, scanning QR Code, and the "You're checked in!" screen that appears after scanning.

Brand and customize your way

Webex Events Onsite lets you fully customize the attendee check-in process so that it's not merely another tool — it's an extension of your brand. Use your brand colors, logos, and verbiage in every aspect of the event and session check-in experience.

The Background and Preview sections of the Onsite App Appearance page.

Go contactless and save time with Fast Track

Activate Webex Events Onsite’s Fast Track feature and say goodbye to long event check-in and badge printing lines and wiping down check-in devices after each use. Once an attendee checks in by scanning their QR code, the badge instantly prints!

Integrated registration data

At event check-in, Webex Events Onsite leverages all of the attendee data collected through Webex Events Registration. If you opt to use a third-party registration platform, don't worry! Uploading attendee data into the Webex Events platform is easy.

The Check-in Settings and Preview areas of the Check-in Page settings.

Give attendees the chance to verify their registration information before printing their badge. For example, if your attendee registration includes a question about food allergies, you can let attendees verify and update their answers before they check in. Or maybe their name is misspelled. They can update this information and more before printing, reducing costs from unnecessary reprints.

Simple, yet robust badge design

Event badges are an extension of an event’s brand experience and serve as a source of truth for attendee information. The Webex Events Onsite badge creation tool lets you create unique, beautifully branded badges that include essential attendee information. Choose your badge size and type, then use the intuitive drag-and-drop badge designer to incorporate your logo, customize where text is located on the badge, and add graphic design elements to really make your badges unique!

The Badge Design Tools and Badge Preview panels.

Endless badge customization

Create a one-size-fits-all badge that everyone gets, or create many badges and add custom images, text, and shapes. Then use Onsite's visibility rules to tailor each element to specific attendee groups, companies, or even individual people — no coding necessary!

The visibility rule modal.

For example, customize badge designs with images, text, or icons that grant staff, press, and speakers access to different areas of your event space. This is one of many possibilities.

Fine control over session check-in attendance

Venues have physical limitations that must be considered when welcoming attendees into a session. Webex Events Onsite makes it easy to limit check-in to only the room's lawful capacity. Control goes far beyond capacity, however! Assign sessions to specific tracks to lock them to only people who belong to the right ones, or get even more specific and choose individual attendees who are allowed in certain sessions.

The Session Check-in Settings area when creating a new Session in the Webex Events platform. Session access is limited by both tracks and capactiy.

Need to award Continuing Education Credits? Require check-out so you know exactly how long each person attended each session.

All the hardware without the hassle

While you can buy your own hardware for event check-in, our experienced friends at Choose 2 Rent offer convenient Onsite hardware kits for rent. Rental kits come with all the check-in and badge printing hardware you need — iPads, iPad stands, printers, routers, and even badges. Need custom pre-printed badges? Choose 2 Rent can help with that, too!

Picture of an iPad on a stand next to a badge printer.

Fill out a simple request form, and they’ll ship you everything you need to bring your check-in and printing station to life.

Robust check-in metrics

Examine real-time check-in and badge printing analytics in one dashboard with Webex Events Onsite metrics. Track check-in during and after the event and discover attendee check-in patterns to inform staffing decisions, monitor badge reprints and printer usage, and more! With Webex Events Onsite metrics, you'll gain valuable insights that empower you to improve the attendee check-in experience year over year.

The Onsite Metrics page.

Solutions for your entire onsite experience

In-person and hybrid events need technology that supports an immersive end-to-end attendee experience. Seamless Lead Retrieval integration, customized Registration, a rich Event App, and engaging Live Displays are all essential components of truly successful in-person and hybrid events.

Bring Onsite to your next event!

Webex Events Onsite makes your in-person and hybrid events better than ever. The check-in and badge printing process doesn’t have to be boring, confusing, or cumbersome, and session check-in can be a snap. With Webex Events Onsite, you'll simplify your process and wow your attendees from their first moments in the venue.

Ready to begin? Start with our Onsite Check-in and Badge Printing Overview and Timeline for specific process recommendations, from ordering equipment to checking attendees in.

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

Did this answer your question?