Name, icon, and organization colors appear throughout the app.
123BEEP USER GUIDE
Everything you need to get from setup to BEEP.
Use this guide to set up your organization, prepare meetings, assign NFC cards, check participants in, and keep attendance accurate.
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✓ BEEP! Checked in
CHOOSE YOUR PATH
What are you trying to do?
A
I am an Admin
Set up the organization, groups, participants, meetings, cards, leaders, and organization settings.
Start with organization setup →L
I am a Leader
Run meetings, check participants in, make attendance corrections, and view the groups you can access.
Go to check in guide →K
I am setting up a kiosk
Prepare a shared phone or device for fast NFC check in at the door or meeting entrance.
Set up check in →01
GETTING STARTED
Your first 123Beep setup
A good setup order is organization first, then groups, participants, cards, leaders, and meetings. Once those pieces are ready, check in becomes the easy part.
1
Sign in
Use the invitation sent by your organization or sign in with your existing 123Beep account.
2
Confirm your organization
Check the organization name, timezone, colors, icon, default meeting name, and default location.
3
Create your groups
Add the levels, teams, classes, rooms, or other groups your organization uses.
4
Add participants
Create participants and assign each person to the correct group.
5
Assign NFC cards
Pair a card with each participant who will use NFC check in.
6
Create the meeting
Set the meeting date, start time, end time, location, and eligible groups.
i
Recommended order
Set up groups before adding many participants. It keeps participant assignment cleaner and avoids free text variations.
02
ORGANIZATION
Set the organization defaults once
Admins control the settings that make 123Beep feel like your organization instead of a generic attendance app.
Choose the correct timezone so meeting windows and attendance timestamps are accurate.
Set a default meeting name and location to reduce repetitive setup.
Create the controlled group values leaders will use when managing participants and meetings.
i
Keep groups intentional
Use groups for real access or attendance boundaries. Examples include Daisy, Brownie, Grade 2, Team A, or Room 104.
03
PARTICIPANTS
Add and maintain your roster
01Add a participant
Enter the participant name, select the organization group, and save.
02Edit details
Open the participant record whenever the name, group, or other maintained information changes.
03Deactivate instead of deleting
When someone leaves, deactivate the participant so historical attendance can remain intact.
04Check card status
Use the participant record to see whether a card is assigned and replace it when necessary.
i
Web portal direction
Bulk participant import and export are planned for the 123Beep web portal so large roster maintenance can happen from a full size screen.
04
NFC CARDS
Pair the right card with the right person
1
Open the participant
Choose the participant who needs a card.
2
Choose Assign or Replace card
Use Assign for a participant without a card and Replace when the existing card should no longer be used.
3
Scan the card
Hold the NFC card against the back of the phone until the device reads it.
4
Confirm the assignment
Verify the participant name before saving the card assignment.
Do
Label physical cards clearly so leaders can return a lost card to the correct participant.
Avoid
Reusing an active card for another participant before replacing or deactivating the old assignment.
05
MEETINGS
Create the attendance window
Meetings tell 123Beep who can check in, when they can check in, and where the attendance belongs.
✓
Name Use the default or give the meeting a specific name.
✓
Date and time Set the scheduled start and end time.
✓
Location Use the organization default or override it for this meeting.
✓
Group scope Choose which groups are eligible for the meeting.
✓
Celebration saying Select a saying or let the active library rotate automatically.
i
Check in window
A meeting is available for check in from 1 hour before the scheduled start until 2 hours after the scheduled end.
06
CHECK IN
Tap. Beep. Checked in.
Fast self check in
- Place the check in phone where participants can reach it.
- Keep the active meeting screen open.
- Hold the participant card against the back of the phone.
- Keep the card in place until the phone reads it.
- Wait for the BEEP and success confirmation before removing the card.
Manual check in
- Open Manual Check In.
- Select the correct meeting.
- Find the participant.
- Confirm the manual check in.
- Use the attendance view to verify the result.
NFC CHECK INHold your card against the back of the phone
Keep the card in place for a moment. Remove it only after you hear the BEEP and see the success confirmation.
1 Hold2 Wait3 BEEP
07
LEADERS AND ACCESS
Give people only the access they need
Organization level management, settings, leaders, participants, meetings, cards, and administrative tools.
Day to day meeting and attendance access within the groups assigned to that leader.
1
Invite by email
Open the leader invitation flow and enter the person's email address.
2
Choose the role
Select Leader or Admin based on the access they should have.
3
Choose group access
For leaders, select the groups they are allowed to work with.
4
Send the invitation
The invite identifies the organization, assigned role, and group access.
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Membership is invitation based
123Beep uses invitations for organization membership rather than asking leaders to join with a shared organization code.
08
CELEBRATIONS
Make check in feel rewarding
Admins can maintain positive sayings and celebration settings so a successful check in feels friendly without slowing anyone down.
✓
Add and edit sayings in the organization library.
✓
Activate or deactivate sayings without deleting the library history.
✓
Organize sayings by category.
✓
Choose a specific saying for a meeting or use automatic rotation.
✓
Select an organization celebration illustration that fits your group.
09
ATTENDANCE AND STATS
See more than a list of names
Use the stats area to understand attendance across the organization and spot patterns that are difficult to see on paper.
Overall attendanceBy meetingBy participantBy groupThis monthSemesterTroop yearCustom datesPerfect attendanceStreaks
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Need a correction?
Use manual attendance tools to correct an attendance record rather than creating a second check in.
10
TROUBLESHOOTING
Quick fixes for common questions
The meeting is not available for check in
Confirm the meeting date and scheduled time first. Meetings are available from 1 hour before the start until 2 hours after the end. Also confirm that the participant's group is eligible for that meeting.
The phone is not reading the NFC card
Move the card slowly around the back of the phone until you find the device's NFC reader. Hold it still for a moment instead of tapping quickly. Also confirm NFC is enabled on the device.
The card belongs to the wrong participant
Open the participant or card management flow and replace the card assignment. Confirm the participant name before saving the new assignment.
A leader cannot see a participant or group
Ask an Admin to review that leader's assigned group access. Leaders only see the areas their invitation and organization permissions allow.
A participant left the organization
Deactivate the participant instead of deleting the record. This keeps historical attendance available while removing the participant from active workflows.
An invitation did not arrive
Confirm the email address used for the invitation and check the recipient's spam or junk folder. If the email address is wrong, create a new invitation with the correct address.
11
123BEEP WEB
Administration is getting a bigger screen
The web portal is being designed for the work that is easier on a computer while the mobile app stays focused on fast check in and leader actions.
Guided setup for organization defaults, groups, participants, leaders, and meetings.
Excel and CSV workflows for roster setup, maintenance, reports, and organization data.
Edit many participants, groups, meetings, or card records from one screen.
Expanded attendance views and exports designed for a desktop workflow.
Web portal is in development
Explore early accessThe public website can grow into the administration portal without changing the mobile check in experience.
READY?
Now go make it BEEP.
Once the organization, participants, cards, and meeting are ready, check in should take only seconds.