# Preparing the service app before the event > What to arrange before your event staff scan their first QR code — staff accounts, installing the app, check-in places, pairing the printer, and a test scan. - Canonical article (Help Center): https://help.happenee.com/en/articles/81-preparing-the-service-app-before-the-event - Česká verze: https://aidocs.happenee.com/cs/priprava-servisni-aplikace-pred-udalosti.md - Collection: Event day and on-site operations - Updated: 2026-11-04 --- > **Overview** > 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. ## Getting started Split the preparation in two by how long each part takes: **At least a week ahead** (needs customer support or logistics): 1. Order **event staff accounts** — customer success enables them; it is not self-service. 2. 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): 3. Set up the **check-in places** and their types in the admin. 4. Have your event staff **install the app** and sign in — not on the morning of the event. 5. Do a **test scan** and print a **test badge**. ## Details ### Event staff accounts 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. ### Check-in places 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*). ### Showing groups during scanning In the event admin, open **On-site check-in** and, in the **Display attendee group after scanning** setting, select the groups that staff should see, such as VIP guests or speakers. **The same selection applies after a scan and in the attendee detail** in the Service app. The attendee must also belong to the group; other workspace groups do not appear automatically. During your test scan, check any restrictions to specific places. An empty place selection means every place. Also open the attendee detail: it does not apply place restrictions and shows all groups assigned to that attendee and selected for display. ### Installing and signing in 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. ### Pairing the 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](https://aidocs.happenee.com/en/printing-badges.md). 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. ### A test scan 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. ## Common pitfalls ### Arranging event staff accounts the day before 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. ### Installing the app on site 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. ### Naming places after the type instead of the reality 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. ### Skipping the test scan 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. ## Related articles - [How check-in and QR-code scanning work](https://aidocs.happenee.com/en/how-check-in-and-qr-code-scanning-work.md) - [Printing badges](https://aidocs.happenee.com/en/printing-badges.md) - [What to check the day before the event](https://aidocs.happenee.com/en/what-to-check-the-day-before-the-event.md)