Station Setup

We’re excited that you’re using AlumnIQ on your own and are ready to support you!

This guide will take you step-by-step through setting up AlumnIQ on-site registration equipment. It covers what is provided, how it is packed, how to set up the equipment, how to break down and pack the equipment, how to clean/sterilize during an event, and how to troubleshoot common issues.

First tip: take your time! It’s in your best interest to proceed methodically through this process. We have tested and retested this process thoroughly, so please trust us that these steps will ensure you have all pieces accounted for and your experience is a good one.

Table of Contents

Table recommendation > What’s in the box? > Unboxing > Connecting all the components > Loading/Reloading Name tag Stock > Log In and Network Connection Connecting to a network > Cleaning Stations during operation > Teardown >

Table recommendation

We recommend 3-foot diameter hi-top cafe/bistro tables for each check-in station to give enough space for all of the equipment (usually you’ll only get a 30“ which is tight but workable). If you only have access to 6- or 8-foot folding tables, each one can accommodate 2 check-in stations, however we recommend putting those on risers. What’s important to consider is line of sight - the higher you get the laptop the less awkward bending over your attendees will have to do. If you have the room, it’s worth including a lower-set station for accessibility accommodation as well.

What’s in the box?

Depending on the number of stations we send to support the size of your event, you’ll either receive boxes containing 1 station per box (“All in One”) or boxes organized by type of equipment. Laptops and QR code readers are sent in groups of 4, and printers are sent in groups of 2.

Laptop boxes include 5 chargers (1 for backup), and the printer boxes include all remaining loose cables and the extension cord. QR code readers have cables attached already.

Utility kits contain all of the accessories. This includes electronics wipes, extra cables, extension cords, power strips and/or stringers, gaffer tape, zip ties, Sharpies, shipping label sleeves (and labels for your return shipment), a (literal) toolkit, First Aid kit, and maybe a WiFi hotspot (if requested).

Unboxing

Clear a good amount of space first. This means no lanyards, handouts, papers, freebies, water bottles, coffee cups, purses, hats, gloves, small children, nor pom poms on the table. Every horizontal surface seems to attract stuff at a disturbing rate - get it out of there before you add hardware. After you’re done you’ll have freedom to add it back in thoughtfully, selectively, and hopefully not at all!

Each station will consist of the following components: laptop, laptop charger, printer, printer power cable, printer USB cable, USB hub, QR code reader, and an extension cord.

Positioning of the laptop and printer depends on whether your guests will see the self check-in screen or a volunteer will be operating it for them.

Registrant Facing Recommended The laptop will face “out” toward the registrants so they can operate the check-in process themselves. We call this “Self Check-In.” This is the ideal setup. The on-screen prompts should be enough for registrants to guide themselves through the process. Staff can then be floating around to guide them to the next step (lanyard, ribbons, etc.) or step in to assist only when needed.

Admin Facing The laptop faces the back of the table where a volunteer will be handling the check-in for the registrants. This is for when you want to be very high-touch. The self check-in screen can still be employed in this scenario.

Most of our customers choose to have the majority of stations be registrant-facing, with one or two admin-facing stations where registrants can visit should they encounter issues during their self check-in, need to modify their registration or have a name tag reprinted.

Connecting all the components

Ensure you have a power outlet nearby and using the available extension cords and stringers, ensure there is a power supply for each station. The stringers have a power outlet every few feet, or a surge protector may be sufficient.

Once you have your power setup complete, and all your components ready for one station, set the larger items in the following order: printer, laptop, QR code reader. Set the outlet end of your extension cord on the table top, and plug the other end into the power supply at the table.

Now, connect your cables: -Plug the USB hub into any empty USB slot on the laptop. Do not remove the mini flash drive with the colored dot from the laptop. -Plug in the charger to the laptop and the white extension cord. -Connect the QR code reader cable into the USB hub. -Unwrap your printer cables (2). -Plug in the outlet end of the power cable to the back of the printer and the plug into the white extension cord. -Plug in one end of the USB cable to the printer and the other to the USB hub. -Turn on the printer switch on the back; the LED 2 light will be blinking orange when lid is closed, and blinking red if lid is open.
-Press the power button to turn on the laptop.

Take the time now to position everything exactly where you want it on the table, and rewrap your cables.

Loading/Reloading Name Tag Stock

While the laptop powers up, find your name tag stock. Each new stack is 1,000 pieces; these can be split up between stations.

The stock must be loaded in a particular way, so follow these steps carefully: -Place the stack of paper on the table behind the printer, with the design facing up and oriented towards the printer; you will be looking at it right-side up. -Lift the top sheet and look at the underside of the first piece. Verify that the black timing bar is on the edge where no other pieces are attached. The timing bar will feed into the printer first. -If the timing bar is not there, rotate the stack 180° and flip it over so the first piece feeds in with the timing bar first. -Pull the two tabs on either side of the printer to pop open the lid and gently pull the lid open all the way. -Feed the top sheet through the hinge opening at the back, then between the white guides, over the roller, and then through the front slot so the piece sticks out about 1“. -Close the lid and press down until you hear it click. -Tap the Feed/Cancel button to align the paper for printing. 1-2 pieces of stock will advance forward and you will hear the crunch of the cutter. Now you are ready for printing.

Log In and Network Connection

You will log in to 1) the laptop and 2) your admin environment, usually http://[schoolname].events.alumniq.com/admin.

1. When the initial log in screen appears, choose ‘Onsite.’
2. Your account manager will provide the password to you separately.
3. Wait 2-3 minutes for everything to boot up; dismiss any prompts to update software.

Most of the time, connecting to the guest WiFi at your location is sufficient for operation. If guest WiFi is not available or insufficient, we may provide a WiFi hotspot as your network connection for a fee.

Guest WiFi To establish a WiFi connection:

1. Click the small triangle in the lower right corner of the taskbar
2. Click “WiFi Not Connected”
3. Click “Select Network”
4. Select your desired WiFi network and click “Connect”
5. Enter the WiFi password and click “Connect”

Sometimes a guest network will require the clicking of a button or checkbox for terms of use before the network will activate. You’ll know this by the machine loading a webpage called a captive portal. Accept whatever the terms are and submit. After about 1 minute, the network connection will be established.

Other times a guest network will require the device to be registered first. Follow the instructions to register and obtain any password information needed to log in to the network.

Hotspot

The AlumnIQ hotspots are programmed to connect automatically. Turn on the hotspot and in about 4-5 minutes, the laptop will connect. The name of the network is alumniqnet.

If you are using your own hotspot, follow the steps above to select the name of the network and enter your password.

Launch Self Check-In

Once you are connected to a network, close all open windows so you are just looking at the desktop screen.

1. Double-click on the ‘Launch AlumnIQ’ icon to open a browser session.
2. The page will open to https://alumniq.com/launchpad.
3. Choose Signature Events and find your institution name.
4. Log in using your admin credentials or talk to your account manager to set up a generic user account to be used only for check-in.
5. Select the correct master event from the list, or to navigate between events, look for ‘Change Master Event’ on the navigation bar on the left.
6. Choose ‘Customer Service’ from the navigation bar
7. Tap the ‘Launch Self Check-In’ button.
8. Use the Admin menu to adjust print settings, enable reprinting, or exit the self check-in screen.

Breaking down

It is important that all equipment is powered off and cables are neatly wrapped before storing and shipping.

1. Shut down the laptop completely.
   • Click the small triangle in the lower right corner of the taskbar
2. Turn off the printer
   • Flip the switch on the back to the off position.
   • Open printer lid by pulling the tabs gently towards you and lifting the lid open all the way
   • Pull out the name tag stock.
   • Clean the inside of the printer using the included wipes, especially the roller. Press down on the roller and push gently to advance it to clean entire surface.
3. Remove all cables
   • Remove all the cables that were inserted into laptop, printer, USB hub, and extension cord.
   • Wrap all cables neatly using attached ties.
4. Packing up
   • Remove mini flash drive from laptop; place in blue padded AlumnIQ-branded envelope.
   • Place all equipment and cables neatly inside the allocated slots.
   • We would love to have a sample of your stock! Tear off a few sheets and place in a slot with a laptop to keep it flat.
5. Prepare for Shipment
   • Cover each box with its corresponding lid, annd attach Velcro straps.
   • Insert a shipping label into the sleeve on the box lid.
   • Attach a zip tie through the small square hole next to the handle; one on either side of box for a total of 2 zip ties per box.
   • Drop off the boxes to be picked up by UPS according to processes in place at your institition. Coordinate with your account manager if you need a UPS pickup scheduled at your office.

Whew! You did it. Thank you for treating the equipment with care. Please reach out if you have any additional questions.