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 check-in app. This resource covers the features and set up of the session check-in section of the dashboard.
This feature is available for in-person events or hybrid events, and utilizes the dashboard and 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 (or manual check-in from the dashboard) from your event dashboard.
The event agenda must be created before you can configure the sessions for check-in and this setup can only be conducted by a dashboard administrator or a club admin (for a club-level event).
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
This setup can be done by dashboard administrators, those with event permissions at the manager or admin level, and club administrators at the manager or admin level (for club-level events).
Those at the editor permission levels will not see the Sessions Check-In tab in their dashboard.
Removing Sessions
If you'd like to remove a session from the session check-in list:
Log in to the Gradual Dashboard
Select your event from the list
In the left-hand navigation menu, click on “Session Check-In"
Find the session you'd like to delete and remove
Select the edit icon in line with the session, and select 'Delete' from the drop down
A session can only be deleted if no attendees are checked into it yet. If attendees must be removed from the check-in list for that session, follow the steps below.
Removing sessions or attendees can be done by dashboard administrators, those with event permissions at the manager or admin level, and club administrators at the manager or admin level (for club-level events).
Those at the editor permission levels will not see the Sessions Check-In tab in their dashboard.
Setting up Organizers and Access to Session Check-In
This feature is only accessible and manageable by the highest level of administrators in the dashboard.
Dashboard Access and Setup
Dashboard Administrators
Those with full access to the main dashboard can make these changes, see the sessions check-in tab in the dashboard, check in attendees and export attendees from the dashboard.
Club Permissions
Those with Club Admin or Club Manager permissions can make these changes, see the sessions check-in tab in the dashboard, check in attendees and export attendees from the dashboard. Those assigned at the Club Editor level cannot.
Event Permissions
Those with event permissions assigned to the specific eent CANNOT make these changes or see the sessions check-in tab or export attendees. They can check-in attendees only IF they are added with event permissions in the specific event, too.
Collaborators
Those with collaborators permissions CANNOT make these changes or see the sessions check-in tab or export attendees. They can check-in attendees only IF they are added with event permissions in the specific event, too.
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.
In-App Check-Ins
Users who are dashboard admins OR event collaborators + granted event permissions can check in attendees in session.
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.
Pro Tip: Equip multiple organizers to scan attendees into sessions, at multiple entrances, so attendees don't have a delay in entering.
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.
Session Exports
Once you have checked in attendees, you can export the list of those checked in from the dashboard.
From the 'Sessions Check-In' Page
This export will show you the session title, the time, day, stage, status of check in and the total number of attendees who have checked in
From within the Session
This export will show you more information on the attendees who have checked in and when.
These exports can be generated by dashboard administrators, those with event permissions at the manager or admin level, and club administrators at the manager or admin level.
Those at the editor level will not see the Sessions Check-In tab in their dashboard.
Checking in Attendees
You must use the Gradual Check-In app to check in attendees to sessions.
Check out this resource for step by step instructions on how to check attendees into sessions using the Gradual Check-In app.
Note that anyone using the app must have permission/access rights outlined above.
Removing Checked In Attendees - Dashboard only
If you'd like to remove an attendee from the check-in list of a session:
Log in to the Gradual Dashboard
Select your event from the list
In the left-hand navigation menu, click on “Session Check-In"
Find the session where the attendee checked in, and select the number hyperlinked in the 'Total Check In' column
Find the attendee and select the trashcan icon in line with their name
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.