Getting Started | Convention Check-in

What You Need

USB magnetic stripe card reader — plugs into any laptop or desktop. Recommended reader on Amazon
Laptop or desktop with a web browser (Chrome, Firefox, Safari, or Edge)
Your delegate list as a CSV or Excel (.xlsx) file
Internet connection — all data is stored on the server in real time

Tip: You can also check people in by typing their name — the card reader is optional but much faster for large events.

Quick Start

Get up and running in three steps:

1

Create a Session

Use the setup wizard to configure your convention type, delegate allocations, and optional password protection.

2

Import Your Delegates

Upload a CSV or Excel file with your delegate list. You can also download a template to get the right format.

3

Start Checking In

Share the session ID with your check-in stations. Swipe cards or type names to check delegates in.

Creating a Session

The setup wizard walks you through six steps to configure your credential session:

1

Convention Type

Choose your scope: State convention, Congressional District (CD), or BPOU (Basic Political Organizing Unit).

2

Select Area

Pick the specific CD (1–8) or BPOU your convention covers. State conventions skip this step.

3

Convention Details

Enter your convention name, date, quorum threshold (50%–75%), and an optional session password.

4

Delegate Allocations

Set expected delegate counts per area. Optionally add custom tracking fields like “Lunch Ticket Paid” or “Registration Fee.”

5

Import Credentials

Upload your delegate list via CSV or Excel, load demo data for testing, or skip and add people later.

6

Session Created

You'll receive a unique session ID (e.g., ABC12DEF). Share this with all check-in stations.

Tip: The session password is shared with all check-in operators. It prevents unauthorized access but isn't meant to be a secret from your team. Leave it blank if your event doesn't need access control.

Importing Your Delegate List

Supported Formats

CSV (.csv) — comma-separated values
Excel (.xlsx)

Maximum file size: 4.5 MB. Maximum rows: 5,000 per upload.

Required Columns

First Name
Last Name

Optional Columns

CD — Congressional District (e.g., "CD-3")
BPOU — Basic Political Organizing Unit name
Status — "Delegate" or "Alternate"
Alternate Rank — numeric rank for alternates
Address 1, Address 2, City, State, Zip Code
Phone, Email
Any custom field columns (values: "Yes" or "No") — extra columns beyond the standard fields are automatically detected as custom fields

Download the CSV template to see the exact format. The template includes an example custom field column ("Lunch Ticket Paid") — you can rename it or add your own columns for any yes/no tracking fields you need. These are automatically detected when you upload.

If you've already created a session with custom fields, you can download a session-specific template from the Manage page that includes those columns.

Tip: You can import data during setup (step 5) or at any time later from the Manage page using the bulk upload feature.

Checking People In

The check-in page has a single input field that accepts both card swipes and typed names.

Card Swipe

Plug the USB card reader into your laptop
Click the input field on the check-in page
Swipe the driver's license — the system reads the name from the magnetic stripe automatically
The system searches your delegate list for a match
Verify the person's details (name, CD, BPOU, status) and click Check In

Manual Name Entry

Type the person's name (e.g., "John Smith" or "Smith, John")
Press Enter to search
If multiple matches appear, select the correct person
Confirm and click Check In

Nickname Matching

The system automatically matches common name variations. For example, a delegate listed as "William" will match when a license shows "Bill", "Will", or "Liam". Over 2,100 name variations are supported.

Person Not Found?

If someone isn't in the list, you'll see an option to Add This Person directly from the check-in screen. The system will show similar names in the session so you can verify they aren't already listed under a different spelling before adding.

Tip: After each successful check-in, there's a 3-second countdown before the screen resets for the next person. Click Wait to pause or Undo if you made a mistake.

Using the Dashboard

The dashboard provides a real-time overview of check-in progress. It auto-refreshes every few seconds.

What You'll See

Grand Total — how many delegates have checked in out of the total, with a progress bar
Quorum Status — a clear indicator showing whether quorum has been reached based on your configured threshold
Group Breakdown — per-CD or per-BPOU progress cards showing check-in counts and percentages with color-coded progress bars
Not Checked In — expandable list of people who haven't arrived yet, grouped by area
Final Report — shows outstanding groups with unfilled delegate slots and available alternates

Exports

Download Excel — full delegate roster with check-in status, custom fields, and voter file data
Download PDF — formatted report suitable for printing or projecting

Tip: Display the dashboard on a projector or large monitor for transparency during the convention. It updates automatically — no need to refresh manually.

Managing Your Session

The Manage page gives administrators full control over the session. It requires both the admin password and session password.

What You Can Do

Add people manually — one at a time with full details
Bulk upload — import additional delegates via CSV or Excel at any time
Edit check-ins — promote alternates to delegates, update status, or correct details
Delete check-ins — remove erroneous entries
Custom fields — add or remove tracking fields (e.g., "Credentials Picked Up") and update values per delegate
Name analysis — review nickname variations to verify data quality before the event

Try Demo Mode

The best way to learn the system is to try it. Demo mode creates a fully populated session with sample delegates and test card swipe data so you can practice every feature risk-free.

Click Try Demo below (or on the Sessions page)
You'll land on the check-in page with a pre-loaded session
Use the test cards panel to copy sample magnetic stripe data and paste it into the input field
Explore the dashboard and manage pages to see all features in action

Tip: Demo sessions are clearly labeled and won't interfere with real data. Create as many as you like for training.

Frequently Asked Questions

Can multiple check-in stations use the same session?: Yes. Share the session ID and password with all operators. Each station opens the check-in page in their browser and works simultaneously — all data syncs to the same session in real time.
What if someone's name doesn't match?: The system matches over 2,100 common nickname variations automatically (e.g., "Bob" matches "Robert"). If there's still no match, you can add the person directly from the check-in screen with built-in duplicate checking.
Can I use this on a tablet or phone?: The dashboard works great on any device for monitoring. Card swipe requires a USB connection, so that's best on a laptop or desktop. Manual name entry works on any device.
Do sessions expire?: Sessions expire after 7 days. You can close a session at any time from the Sessions page. Closed sessions remain viewable for reference.
What's the quorum threshold?: You set this during session creation (50%, 60%, 67%, or 75%). The dashboard tracks check-in progress against this threshold in real time and clearly shows when quorum is reached.
How do custom fields work?: Custom fields are yes/no checkboxes you can attach to each delegate — for example, "Lunch Ticket Paid" or "Registration Fee." You can create them manually during setup, add them from the Manage page, or simply include extra columns in your CSV file — any column that isn't a standard field is automatically detected as a custom field. Fields set to show as badges will appear during check-in so operators can see at a glance.
How do I set up the equipment?: Plug the USB card reader into your laptop. No drivers or software needed — it works like a keyboard. Open the check-in page, click the input field, and swipe. That's it.