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vFairs On-Site App – Step-by-Step Walkthrough

This guide walks you through using the vFairs On-Site mobile app for badge printing, attendee management, and session check-ins during event operations.

Logging Into the App

    •    Enter the email address assigned to you by your vFairs Project Manager.
    •    Password / OTP Verification
    •    Depending on event configuration, enter either:
    •    Your password, or
    •    A One-Time Password (OTP) sent to your email.
    •    Tap Continue to access the you event.

 

 

Home Screen Overview

Once logged in, you will land on the Home Screen. Here you will see:

  • Event branding, event name, and dates

  • Navigation tiles: Attendee Manager, Kiosk Screen, Session Check-In, App Settings

  • Printer status at the bottom

If the status shows “Printer is not connected”, you must connect a printer before printing badges.

 

 

Printer Connection

To connect a printer:

  1. Tap Connect on the main or go to App Settings > Printer Settings / Connection.

  2. Ensure the printer is powered on and connected to the same network as the device.

  3. Tap Discover to search for available printers.

  4. Select the printer to complete the connection.

Once connected, the home screen will display “Printer Connected” and printing will be enabled.

Attendee Manager

Accessing Attendee Manager

  • Tap Attendee Manager from the Home Menu.

Inside Attendee Manager, you can:

  • Search for attendees by name or email

  • Use filters to display specific user roles (Attendee, Speaker, Booth Admin, Sponsor, Admin, etc.)

  • View or update attendee details

  • Add walk-in registrations

  • Print badges

Searching for an Attendee

Use the search bar to quickly find attendees, especially during busy check-in times.

Filtering User Roles

Use the filter options to show only specific categories such as Attendees, Speakers, Booth Admins, or others. This is helpful for large lists or role-specific badge stations.

 

Adding a New Attendee
    1.    Tap the + button.
    2.    Select a User Type.
    3.    Complete the registration form.
    4.    Tap Register.

The attendee record will appear immediately and a badge can be printed right away.

Printing a Badge
    1.    Tap on an attendee’s name.
    2.    Review details if needed.
    3.    Tap Print Badge.

A success or error message will confirm print status.

 

Printing from Kiosk Screen (Optional)

You may also use the Kiosk Screen for self-service or assisted scanning-based printing workflows if enabled for your event.

Session Check-In

Once badge printing and attendee setup is complete, you can manage session attendance.

Accessing Session Check-In
    •    Tap Session Check-In from the dashboard.

Session List
You will see session tiles showing session title, date and time, location if applicable, total check-ins, and a QR scan icon.

Scanning Attendees
    1.    Tap the QR icon next to the session.
    2.    Allow camera access when prompted.
    3.    Scan attendee badges. Check-in completes automatically.

Search Sessions
Use the search bar to filter large session lists.

 

App Settings

Access App Settings from the dashboard to configure:
    •    Sync Users: retrieves the latest attendee data from the backend
    •    Badge Printing Messages: customize success and error messages
    •    Printer Connection: discover and connect available printers

Use Sync Users whenever new registrations have been added.

You're Ready to Operate

The vFairs On-Site App is now prepared for:
    •    Badge printing
    •    Walk-in attendee registration
    •    Attendee lookup and management
    •    Session attendance tracking

For further support, contact your vFairs Project Manager or technical support team.