On-site Management

Check-in/out Respondents

Efficiently track respondent attendance on-site. No more paper lists! Olivia lets you check in and check out respondents in real time, so you always know who is present and who is not.

You can check in and check out your respondents using three methods:

  • Study Live Overview — Real-time dashboard for day-of operations
  • QR code scanning — Fast, automated check-in/out via the respondent's PDF invitation
  • Manual check-in — Edit a respondent directly from the dashboard

Study Live Overview

The Study Live Overview is your real-time operational dashboard during a study session. It shows who is expected, who has arrived, and who is still in session.

Go to "Study Live" in the menu to access it.

There are two tables:

Check-in Table (Upcoming Slots)

This table shows all booked respondents whose appointments fall within your selected time window, plus any late arrivals whose appointment time has already passed.

  1. Set the time window: Choose from 15 minutes, 30 minutes, 1 hour (default), or 2 hours to control how far ahead you see upcoming appointments.
  2. Identify urgency by color:
    • Red row: The respondent is late — their appointment time has passed and they have not checked in.
    • Yellow row: The respondent's appointment starts within the next 15 minutes.
    • White row: The appointment is more than 15 minutes away.
  3. Check in a respondent: Click the "Check In" button next to their name.
  4. Mark a no-show: If a respondent does not appear, click "No Show".

Each row shows the appointment time, time difference (e.g., "in 12 min" or "5 min late"), respondent name, label, respondent status, product, and mode.

Check-out Table (Checked-in Respondents)

This table shows all respondents who are currently checked in (have a check-in time but no check-out time). There is no time restriction — all currently checked-in respondents appear here regardless of their original appointment time.

Each row shows the appointment time, check-in time, elapsed duration, respondent name, label, product, and mode.

Click "Check Out" when a respondent leaves.

Both tables have an "Edit" link per row to open the full respondent detail page.

Auto-refresh

Enable "Auto-refresh (30s)" to have the page automatically update every 30 seconds. This keeps the view current without manual reloading. Auto-refresh is enabled by default.

Respondent Labels

You can assign labels or internal IDs to respondents during check-in for easier identification and tracking. This is useful for:

  • Assigning respondent numbers (e.g., "P001", "P002")
  • Internal tracking codes
  • Session identifiers
  • Any custom labeling system your study uses

How to Use Labels

  1. Enable label prompting: In the Study Live Overview header, check the "Add label on check-in" checkbox.
  2. Check in with label: When you check in a respondent (manually or via QR code), a dialog will appear.
  3. Enter label: Type the label in the input field (optional — you can leave it empty).
  4. Complete check-in: Click "Check In" or press Enter.

The label setting is shared between manual check-in and QR code check-in. Labels can be edited later on the respondent's detail page.

QR Code Check-in/out

For a faster and more efficient check-in/out process, you can use QR code scanning:

  1. Enable QR code check-in/out from the user menu ("Enable QR check-in").
  2. Grant camera permissions to your browser.
  3. Look for the green blinking dot in the top-right corner of your screen. This dot indicates that the QR code scanner is active and ready for use.
  4. Optional: Click on the dot to show a small camera view in the bottom-right corner of your screen.
  5. Ask the respondent to show their QR code (from their PDF invitation) and scan it with your device's camera (e.g., your laptop's webcam or mobile device's camera).
  6. If "Add label on check-in" is enabled, a dialog will appear prompting you to enter an optional label.
  7. Olivia will automatically scan the code and check the respondent in or out.

The QR code is included in the PDF invitation when you add the {{QRCode}} placeholder to your invitation template. See PDF Invitations for details.

Manual Check-in from the Dashboard

To manually check in or check out a respondent without Study Live or QR codes:

  1. Go to the Dashboard.
  2. Click "Edit" next to the respondent's slot.
  3. Click the "Check In" or "Check Out" button.

Olivia will record the check-in or check-out time and update the respondent's slot status accordingly.

Check-in/out Times

Check-in and check-out times are recorded automatically, whether you use Study Live, manual check-in, or QR code scanning. This data is included in the Excel export, allowing you to track how long each respondent was present.

If you need to adjust check-in or check-out times, admins can do so by editing the respondent's slot details on the dashboard.

Benefits of QR Code Check-in/out

  • Faster process, reducing queues and wait times
  • Minimizes manual data entry errors
  • Provides a more professional experience for respondents
  • Allows for quick and easy tracking of attendance
  • Supports optional labeling for better respondent tracking and organization

Related

  • Dashboard — manage slots and respondents from the central hub
  • Respondents — respondent details and status management
  • PDF Invitations — QR codes on invitations are used for check-in
  • Statistics — clinic status tracks show/no-show rates in real time
  • Excel Export — check-in/out times are included in the export