LUMI TRACK. The flexible delegate tracking solution

Transcription

1 LUMI TRACK The flexible delegate tracking solution

2 What is Lumi Track? Lumi Track is an attendee tracking and management system that utilises RFID* and/or NFC** to scan event attendees in (and out) of rooms, sessions or booths whilst providing both live and post-event attendance reports Attendees simply tap their specially provided badges/cards against tablets positioned outside each meeting room to Check-In The solution has been designed to track the movement of delegates throughout an entire event - managing multiple days, venues, meeting rooms and sessions *Radio Frequency Identification **Near Field Communication

3 What can it be used for? Lumi Track can be used at meetings & events for: Attendee check-in and check-out (if required) Attendee access control Meeting room capacity management Attendance tracking Attendance checking & certification

4 A Simple User Experience Attendees tap the scanner with their personalised badge/tag to check in or out

5 A Simple User Experience Attendees see confirmation of a successful check-in This can be accompanied by a sound effect An alternative message is displayed when access is denied Accompanied by an alternative sound effect

6 The System Lumi Track consists of 3 key elements: 1. Online Dashboard A user-friendly, browser-based dashboard where users can set-up events with session and attendee information. Live reporting in the dashboard allows real time monitoring of the system 2. Scanners NFC-enabled devices are used to scan attendees in (and out) of sessions 3. Badges/Tags Attendees are provided with a personalised NFC badge/tag which is used to check in or out at the scanners. Lumi s standard offering is a Coil Smartcard

7 Online Dashboard Quick and simple to setup Lumi Track events Easy to access from browsers and web-enabled devices Sessions to be tracked are created via the user-friendly dashboard Import attendees and sessions individually or with the bulk upload option Live and downloadable reports available Details on each session; including time, date & room name are included in the reports

8 Scanners Use with any Android smartphone or tablet with an inbuilt NFC reader Provide a simple solution for attendees to quickly check-in Can be used offline when live data is not required Portable devices that can be used in multiple areas across the event The Nexus 7 tablet (2012 version) and the Nexus 10 tablet with front-facing scanners are recommended products for quick and easy scanning Android and Nexus are a trademarks of Google Inc., registered in the U.S. and other countries

9 Badges/Tags Lumi provides NFC cards as a default solution with names and logos printed on labels Other options can be provided; subject to lead times These link to and identify an individual attendee If Lumi s NFC smartcards with a chip are used, then there is the option to work in conjunction with the Connector device [See Hybrid Use later in this document]

10 Permissions

11 Participant permissions Individual permissions can be set up to allow or deny entry to specific sessions A participant who does not have permission for a session, will see a red cross when scanned and they will not be added to the attendance report Override cards can be used to allow that participant entry on the door If no permissions are set, then by default every participant will be allowed into all sessions Permissions can be set on a session by session basis

12 Reporting

13 Reporting A variety of reports are available live or to download from the dashboard: Raw Data See all of the data relating to the event Attendance See who is in attendance at a particular session Check-ins See which attendees have checked-in to which rooms/sessions. Apply a filter to view check-ins by company or interest Movement Capacity

14 Attendance Report

15 Check-in Report A Check- in counter will give a real-time update of how many people have been scanned at a particular location

16 Movement Report Track how attendees move around the event. Which rooms they visited and in which order Shows the flow of delegate movement from session to session This can be viewed as high-level report or analysed by individual Hovering over the graphic will show further detail and percentage statistics

17 Capacity Dashboard This real-time report will show the number of people attending each session Flags can be set to highlight when capacity has been reached

18 Administration

19 Administration If a delegate has forgotten or lost their card, organisers can search for them on the scanning device and check them in manually New cards can also be created if a card is lost The system will work offline, updating the database when it reconnects Wi-Fi connectivity is required to download the data from the tablets and to view live reports Wi-Fi connectivity is also required for real-time database updates to relay to the tablets If live reporting updates are required in any location, Wi-Fi connectivity will be required Tablet screen branding is possible

20 Administration There are 2 types of special permissions cards that work with Lumi Track: 1. Override Card This is used for sessions that have permissions for a participant to enter If a participant is denied entry, the Override Card can be used to bypass this instruction (according to client instruction) This will allow the next card scanned to be allowed into the session regardless of whether they had permission to do so or not Whether the Override Card has been used or not will be reflected in the report 2. Admin Card Allows the user to do either of the following: Info This will display the location and session that the device is currently assigned to Reassign This option allows you to reassign the device to a new location and therefore the sessions associated with that location

21 What can be modified during the event? New delegates can be added New venues, rooms and sessions can be added Timings can be adjusted Participant permissions can be applied or removed Replacement cards can be issued New Admin and Override cards can be created All changes made in the online dashboard will be applied instantly to the scanners, providing they have an internet connection

22 Features and Benefits

23 Features & Benefits Feature Online Dashboard Scalability Customisable Easily editable NFC badges / tags NFC technology Check-in functionality Check-Out functionality Benefits Easy access anytime, anywhere from any web-enabled device Lumi Track can be used at small and large events alike Personalise check-in branding and messaging for all events Giving the flexibility to add/amend attendee data even when your event is live Utilising a familiar and easy to use technology which makes for a good user experience Providing up-to-the minute information on who has arrived for which sessions Visibility to see not only when someone arrived at a session but also when they left

24 Features & Benefits Feature Tablet or phone check-in scanners Portable Access Management Live Reporting Wide range of data reports Reports in XLS format Benefits Providing a simple and quick check-in solution for all your sessions and ensuring a great user experience that is accessible for all and avoids long queues Giving flexibility to move scanners to different locations throughout your event Ensuring attendees attend the sessions they are meant to and not the ones they are not View instant reporting. See information on check-ins, capacity management and attendance live as its happening Providing a complete set of statistics of check-in, attendance and movement around the event Making it easy to download your data for further analysis or upload to your data analysis software

25 Features & Benefits Feature Movement Report Capacity Dashboard Assign Accreditation points to sessions Calculate duration of session attendance Benefits Providing a visual report of attendee movement around your event giving you a greater insight into attendee behavior and helping with scheduling on future events Providing you with a report of current session capacity throughout the event. Will also alert you when capacity reaches 85% or above Assign accreditation points to sessions. Extract a check-in report to see a participants attendance points per event Duration of session attendance is calculated in the check-ins report, if the event is setup to track both entrance and exit of a session

26 What Lumi require

27 What do Lumi need: All delegate first / last names [in excel format] A list of all venues AND room names where scanning will be required A list of the sessions, their times and their locations How long before/after each session would you want scanning to be active Do you wish to check delegates in AND out How many Admin cards are required and who should they be given to How many Override cards are required and who should they be given to Locations and times where live report viewing will be required A list of sessions that require permissions and the names of those permitted entry This information should be provided to Lumi 48hrs ahead of the meeting to allow sufficient time for loading the data and testing

28 Seating Plans

29 Seating plans If required, unique information can be displayed to the delegates For example a seating guide showing a table plan and who they are sharing with Delegates will be presented with their seating arrangement on the tablet screen when scanning into a session

30 Stands

31 Stand options We find the best user experience, is to have a representative hold the tablet device and to tap it on the delegate s card as they enter the meeting room This works very efficiently, maintains a steady flow of delegates and avoids bottlenecks However, if a stand is definitely required we have a solution that works with our 7 Nexus tablets The stands and tablet clasps collapse for easy transportation Table stands are also an option

32 Hybrid use

33 Hybrid Use Lumi Track NFC cards (with a chip) can also be Smartcards that work with the Lumi Connector Using this one card, delegates can sign into a session using Lumi Track and they can also then use the card to provide identified voting results / text messages and microphone use with the Connector Identify and track all voting and text responses Works across multiple sessions and/or days Identify who is using a microphone Named scoreboards for quizzes Further attendance tracking Please talk to Lumi if considering this option as lead times for creating these cards need to be considered

34 LUMI TRACK The flexible delegate tracking solution