The Session Check-In feature in Gradual allows event organizers to manage session-level attendance and track participant engagement in real time from the mobile Gradual mobile check-in app.
This feature is available for in-person events or hybrid events, and utilizes the Gradual check-in app on iPhones only. It is not yet supported on Android devices or iPads.
Setting Up Session Check-In
To enable check-in for sessions at your event, you'll need to set up which sessions from the agenda should allow for check-in scanning from your event dashboard.
The event agenda must be created before you can configure the sessions for check-in.
Log in to the Gradual Dashboard
Select your event from the list
In the left-hand navigation menu, click on “Session Check-In"
Click “Add Sessions” to pull in sessions from your event agenda
Select the sessions you'd like to include in the check-in process
Once added, you’ll see a list of sessions with key details such as:
Session title
Location
Type of session (e.g., panel, workshop)
If you need to end or delete the session from the list, simply select the edit button in the far right of the session row
Tracking Check-In Data
Once session check-in is enabled, you can return to the Session Check-In page at any time to view attendance to see a list of who has checked in to each session and when.
Pro Tip: Use this data to help you measure session popularity and participant engagement.
Setting up Organizers and Access
IMPORTANT: Only those with granted access can scan attendees into the sessions. Grant access to attendees from the dashboard to garner help from others on-site at the event.
Users who are dashboard admins OR event collaborators + granted event permissions can check in attendees in session.
Pro Tip: Equip multiple organizers to scan attendees into sessions, at multiple entrances, so attendees don't have a delay in entering.
Dashboard Admins
Those with dashboard admin access will have access to the session check-in feature in their Gradual Check-In app and do not need to be added as collaborators or event permissions (see below). These users are added in the main dashboard, in the 'Permissions' tab.
OR
Event Collaborator + Event Permissions
If you have attendees who do not, or should not have access to the full dashboard, you can grant them access to this event via the dashboard as a collaborator and event-specific permissions.
Both roles below must be assigned for session check-in to work if they are not community admins.
Collaborator
They can be granted any type of community collaborator, any type and at any level. These users are added in the main dashboard, in the 'Collaborators' tab.
Log in to the Gradual Dashboard
Select Collaborators from the left hand side menu
Add a community member and add Event or Content permissions from the left hand side
Save your work
If you do not see the Collaborators menu item in your dashboard, reach out to the Gradual Team to enable that feature.
Event Permissions
They can be granted any level of event permissions from within the event where they will be scanning into sessions. These users are added in the main dashboard in the event dashboard in the 'Event Permissions' tab, or in the collaborator event dashboard in 'Event Permissions' tab.
Log in to the event dashboard
Select the in person or hybrid event where you will be scanning in attendees
Select Event Permissions from the left hand side menu
Add a community member to the event permissions list - it can be at any level
Save your work
Note: You can assign up to 15 users with event permissions per event.
Using the Mobile Check-In App
Gradual’s Mobile Check-In App makes it easy for event staff to check attendees into sessions on-site using an iPhone.
Gradual Check-In App
This feature uses the check-in app on iPhones only. Learn more about the Gradual Check-In app, the hardware needed, and how to download it from the App Store here.
Before scanning into sessions:
Ensure that the check-in app is downloaded on the iPhones being used to scan in attendees
It's recommended to update the app to the most recent version to see this feature
Ensure sessions are added to the session check-in list in the dashboard
At the event
Download the Gradual Check-In App on all iPhones being used for session check-in
Log in with the same credentials used for event registration
The system will generate a code for you to use to log in
Find and select the community from the list, and click into the event
Select 'Session Check-In' at the base of that page
Find and select the session from the list, and select the green Check-In button
Create a four digit pin to access the admin scanning (this pin is for each admins' use and should not be shared with attendees)
Select Check In by Name or Check In QR Code to start scanning
💡Pro Tip: You can also use the app to send real-time reminders or notifications prompting attendees to check in to upcoming sessions.
Here is a video walking through the session check-in feature
Use Cases
Professional development credits: Track attendance for accreditation.
Session feedback: Follow up with attendees based on the sessions they attended.
Engagement tracking: Identify which sessions were most popular in real time.