Managing In-Person and Virtual Attendees | Planadar Help

Managing In-Person and Virtual Attendees

The Unified Attendee View

Planadar provides a single dashboard to manage all attendees regardless of their attendance mode.

Accessing Attendee Management

1. Go to Organizer Admin
2. Click Attendee Modes
3. View the unified attendee list

Filtering Attendees

• All Modes: See everyone
• In-Person: Only physical attendees
• Virtual: Only remote attendees
• Search: Find specific attendees

Check-In Management

In-Person Check-In

1. Open Event Day Tools → Check-In and confirm the pinned active-event banner
2. Start the rear camera and place the entire badge QR inside the frame
3. Wait for the green confirmation before presenting the next badge
4. Use the flashlight in dim rooms or Scan Image for a saved photo
5. If a badge belongs to another event you are authorized to manage, use Switch & Check In; badges from events you cannot access stay private and are rejected
6. Attendees receive 100 points

Staff Check-In Stations

• In Committee, grant a member Check-in scanner permission and copy the Staff Check-In link
• Confirmed volunteers assigned to the Registration Desk can also use the event-scoped station
• Staff receive scanner access only; organizer settings and audit history remain owner/admin only
• Every QR attempt records its result, scanner, and station without storing the raw QR content

Check-In Window

• Event owners can enable a bounded window and optionally set custom opening and closing times
• Empty custom fields default to four hours before the event through four hours after it ends
• Outside the window, owner/admin users may explicitly override one scan; delegated staff cannot override

Virtual Check-In

• Automatic: Attendees check in when joining virtual lobby
• Points: 15 points awarded automatically
• Tracking: See real-time virtual attendance

Manual Check-In

For edge cases:

1. Search for attendee
2. Click Check In button
3. Select check-in method
4. Confirm action

Mode Switching

When Attendees Want to Switch

1. Find the attendee in the list
2. Click Switch Mode
3. Confirm the change
4. Attendee receives new ticket/access

Considerations

• Check capacity in target mode
• Review pricing differences
• Update any physical materials (badges)
• Notify attendee of changes

Communication by Mode

Sending Mode-Specific Messages

1. Go to Bulk Notifications
2. Select target mode:
   • All attendees
   • In-person only
   • Virtual only
3. Compose message
4. Schedule or send immediately

Use Cases

• In-person: Venue logistics, parking info
• Virtual: Stream links, tech requirements
• Both: Session updates, networking events

Analytics by Mode

Key Metrics to Track

• Registration split (in-person vs virtual)
• Check-in rates per mode
• Session attendance by mode
• Engagement scores comparison
• Revenue per mode

Using Insights

• Optimize future hybrid ratios
• Adjust pricing strategies
• Improve underperforming mode experiences
• Allocate resources appropriately

Best Practices

1. Treat modes equally: Both deserve great experiences
2. Communicate proactively: Mode-specific needs differ
3. Monitor both: Assign staff to each audience
4. Bridge the gap: Create cross-format moments
5. Collect feedback: Ask about mode-specific satisfaction

Remember: A well-managed hybrid event makes every attendee feel valued!