Frequently asked questions

What is MeetingRoll?

MeetingRoll is Windows software that records which employees attended a meeting. You import your employee list once, open a meeting on the day, and employees scan the ID badge they already carry as they walk in. Each scan is matched against your employee list and recorded with a timestamp.

It is built for the narrow job of taking attendance at meetings, training sessions, safety briefings and other required gatherings — not for payroll or shift time clocks. When the meeting ends you export the attendance list to Excel or CSV and keep it as your record.

Does MeetingRoll require internet?

No. MeetingRoll runs as a desktop application on Windows and keeps your employee list and attendance records on that computer. You do not need a network connection during the meeting for check-in to work.

That matters in the rooms where meetings actually happen — basement training rooms, plant floors, older hospital wings, school gyms and off-site venues where guest Wi-Fi is unreliable.

Can MeetingRoll work offline?

Yes. Offline operation is the normal way MeetingRoll runs, not a degraded fallback mode. Badge scanning, duplicate detection, guest check-in and exporting all work with the network disconnected.

Because nothing is queued up waiting to sync, an attendance record is complete the moment the meeting ends.

Can I import an existing Excel employee list?

Yes. MeetingRoll imports employee lists from Excel workbooks, so the list your HR or administrative team already maintains can be used as-is. You map the columns — name, employee or badge ID, department — and import.

When your roster changes, import the updated file again rather than editing records one at a time.

Does MeetingRoll support CSV?

Yes. CSV files are supported for both importing employees and exporting attendance. CSV is the format most HR systems, student information systems and payroll platforms can produce, which makes it a practical bridge when you cannot get an Excel export.

Can new employees be added without re-uploading the spreadsheet?

Yes. That is what self-service employee enrollment is for. After the initial employee list import, if a new employee scans an unknown but valid badge, MeetingRoll lets them enter their name and an optional department once. It permanently links that badge to the employee and checks them into the current meeting immediately, and future badge scans work normally.

The practical effect is that you do not have to keep editing and re-uploading the Excel file every time a new employee is added. Bulk changes can still be handled with a re-import whenever it suits you, and self-enrolled employees appear in employee management like any other record.

How does employee badge check-in work?

Your employee list includes the badge number or ID already printed or encoded on each employee badge. When an employee scans their badge at the meeting, MeetingRoll reads that ID, finds the matching employee, and marks them present.

The employee sees their name confirmed on screen and moves on. There is nothing to type, no sign-in sheet to pass around, and no separate app for employees to install.

Do employees need new badges?

No. MeetingRoll is designed to use the badges your organization already issues. If your employee records contain the ID that the badge carries, that badge works for meeting check-in on day one.

This is usually the difference between rolling out attendance tracking in an afternoon and running a badge reissue project across every department.

What if an employee isn't in the system?

MeetingRoll tells you at the moment of the scan, rather than leaving you to discover it afterwards. If the badge is valid but not yet linked to anybody, self-service employee enrollment offers that person a short prompt: they enter their name and, optionally, their department, and MeetingRoll links the badge to them and checks them into the meeting.

For anything else — a badge left at home, a contractor, a visitor — you can check the person in manually so the meeting is not held up, then correct the underlying employee record later.

Can guests be manually checked in?

Yes. Contractors, visitors, new hires whose badges have not been issued yet, and anyone from outside your organization can be added by hand during the meeting. They appear in the same attendance record as badge-scanned employees and are exported alongside them.

What hardware do I need?

A Windows computer to run MeetingRoll — a laptop set up on a table by the door is the usual arrangement — and a badge scanner compatible with the badges your organization issues.

Most USB badge and barcode scanners present themselves to Windows as a keyboard, which means they work without special drivers. If you are unsure whether your existing scanners or badge format will work, ask us before you buy anything.

Can attendance be exported?

Yes. Attendance for a meeting exports to Excel or CSV, which is the format compliance officers, auditors, training coordinators and department managers usually want.

Because the export is an ordinary spreadsheet file, you can archive it, attach it to a compliance record, or combine several meetings in your own reporting without needing MeetingRoll to produce a specific report format.

Can departments be tracked?

Yes. If your employee list includes a department column, MeetingRoll can filter by department. That lets you run a meeting for one department without scrolling past everyone else, and it lets you see attendance broken out by department after the fact.

For a mandatory all-staff meeting, department filtering is usually the fastest way to answer the question that actually gets asked: which teams still have people who have not attended.

Where is our employee data stored?

On the Windows computer running MeetingRoll. Your employee list and attendance records stay on the machine you install it on, which is a significant point for organizations that would rather not push staff rosters to an external service.

MeetingRoll includes backup and restore so you can keep a copy of that data and move it to a replacement computer.

Can our company add its logo and branding?

Yes, custom branding is available as a one-time add-on. It puts your organization name and logo into the MeetingRoll check-in screen, so the display employees see at the door looks like it belongs to your organization rather than to a third-party product.

This is often useful for hospitals, school districts and larger employers where anything shown to staff is expected to carry official branding.

Is MeetingRoll available on iPhone or iPad?

Not yet. MeetingRoll apps for iPhone and iPad are planned and are coming soon to the Apple App Store, but they are not available today and cannot be downloaded yet.

The Windows desktop version is the current MeetingRoll product and is the one to plan your rollout around. When the Apple apps are released, this page will be updated with the App Store link.

How much does MeetingRoll cost?

MeetingRoll is $99 per month, or $999 per year. Paying annually costs $189 less than twelve monthly payments — roughly two months free. Custom branding is a separate one-time charge of $499.

Online checkout is not open yet. Get in touch and we will get you set up directly.