The Service app (Happenee Service) is the tool your event staff use on site to scan QR codes and check attendees in. Most problems at the entrance do not originate on the event day — they come from what was not done in advance: staff accounts, check-in places, a paired printer, and a test scan. This article covers the preparation; the check-in process itself is described in its own article.
Split the preparation in two by how long each part takes:
At least a week ahead (needs customer support or logistics):
Order event staff accounts — customer success enables them; it is not self-service.
If you will print badges, arrange a printer — your own, or a rental through customer support (expect a lead time of around ten days).
Two or three days ahead (you can do this yourself):
Set up the check-in places and their types in the admin.
Have your event staff install the app and sign in — not on the morning of the event.
Do a test scan and print a test badge.
Event staff sign in to the Service app with their own accounts. Customer success enables those, so arrange them in advance, ideally a week ahead. In an emergency, staff can sign in under the administrator account, but then your data will not show who checked in whom, and you are sharing access to the entire admin. For a small one-off event that is acceptable; for a conference with several stations it is not.
Before your event staff open the app, the places they will choose from have to exist in the admin. Each place has a type that determines scanning behavior — Check-in, Check-out, One-time check, and Recurring check.
Prepare them to match the real layout of the event: the main entrance as Check-in, handing out a gift as One-time check, entry to a hall or boarding a bus as Recurring check. The app then offers your event staff the names of places, not their types — so name them in a way that tells someone where they are standing (Main entrance, Cloakroom, Bus 1).
If your event staff need to recognize a VIP guest or a speaker after scanning, select the groups that should be displayed in the check-in settings. Without that, nothing appears next to the name even though the groups exist on the event. It is an easy setting to overlook, and on the day there is no time left for it.
Have your event staff install the app and sign in before the event day. Downloading an app, forgotten passwords, and weak Wi-Fi are at their worst at the entrance in the morning. It also verifies that the accounts really work — which is something you want to know several days ahead, not ten minutes before the first guests arrive.
At startup, staff pick the event, the mode (Staff mode for scanning, Kiosk mode for a self-service station), and the check-in place, and optionally pair a printer.
You pair the badge printer directly in the app over Bluetooth. Check-in works fine without it; it just does not print. Pairing and label sizes are covered in Printing badges.
Print a test badge before the event. That verifies not only the printer but also that the longest name and company name in your data actually fit on the label.
The last step of the preparation: register yourself (or a colleague) and walk the whole path — Confirmation e-mail, QR code, scan in the app, badge print. It takes five minutes and catches most of the problems that would otherwise surface in front of a queue.
They are enabled through customer success, not in the admin — and writing on a Friday afternoon for a Saturday event may not work out. Order them at the same moment you arrange the printer, roughly a week ahead.
Staff arrive an hour before opening, download the app over congested Wi-Fi, and discover they cannot remember their password. Let the install and the first sign-in happen at home, a few days earlier.
When a place is called Recurring check, the person at the cloakroom cannot tell whether that is theirs. Name places after the physical location — Main entrance, Cloakroom, Reception B. The behavior type is a setting, not a name.
Without a dry run, the first problem shows up when twenty people are standing in front of you. Walk the whole path from registration to badge printing, ideally on the same device you will use on site.
