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 on-site using two methods:

  • Study Live Overview
  • QR code check-in/out

Study Live Overview

The Study Live Overview feature gives you a real-time view of all respondent check-ins and check-outs during your study. It allows you to monitor attendance, see who is currently present, and quickly identify late arrivals or absentees. This overview helps you manage your on-site process more efficiently and ensures you always have up-to-date information at a glance.

There are two tables:

  • Check-in Table: You can see all upcoming slots, along with their scheduled times and durations.
  • Check-out Table: It displays all respondents who have checked in, along with their check-in times and durations.

Check-in Table

To check in respondents, follow these steps:

  1. Adjust the interval (15 min - 2 hrs) to show the upcoming respondents.
  2. Optional: Enable "Add label on check-in" to prompt for a label/internal ID when checking in respondents.
  3. Click the "Check In" button next to the respondent you want to check in.
  4. If label prompting is enabled, enter an optional label (e.g., "P001", "Participant 1") in the dialog that appears.
  5. If your respondent is a no-show, click "No Show".

Checked-in respondents will be moved to the "Checked-out" table, and their check-in time will be recorded.

Check-out Table

This table shows all respondents who have checked in, along with their check-in times and durations. From here, you can also check out respondents when they leave, and Olivia will have an accurate record of their attendance.

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 in your 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 now active and ready for use.
  4. Optional: Click on the dot and a small camera view will appear 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 for the respondent.
  7. Olivia will automatically scan the code and check the respondent in or out.

Respondent Labels

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

  • Assigning participant 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 to complete the check-in process.

Note: The label setting is shared between manual check-in and QR code check-in, ensuring a consistent experience regardless of your check-in method. Labels can be edited later in the respondent's details page if needed.

Check-in/out Times

Check-in and check-out times are recorded automatically, whether you use manual check-in or QR code scanning. This data will also be exported to Excel, allowing you to keep track of how long your respondents were present.

If you need to adjust the check-in or check-out times, you can do so by editing the respondent's details in 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 and tech-savvy experience for respondents
  • Allows for quick and easy tracking of attendance
  • Supports optional labeling for better participant tracking and organization