Features
Everything MeetingRoll does
MeetingRoll is a Windows application built for one job: recording who attended a meeting, accurately, without slowing the room down. This page walks through each capability and, just as usefully, what problem it exists to solve.
Employee badge check-in
Employees scan the ID badge they already carry. MeetingRoll reads the badge ID, looks it up in your imported employee list, and marks that person present with a timestamp. The employee sees their own name confirmed on screen, which is what tells them they are done and can sit down.
The point of working from existing badges is that there is nothing to deploy. No new cards to print, no lanyards to hand out, no app for staff to install, and no PIN for anyone to forget. If your employee records already carry the badge ID, check-in works the first time you run a meeting.
Import once. Keep growing.
Self-service employee enrollment
The initial import gets your existing roster into MeetingRoll. Self-service employee enrollment is what keeps it current afterwards, without anyone going back to the spreadsheet.
When a new employee scans a valid badge that is not yet linked to anybody, MeetingRoll does not simply reject it. It asks that person for their name and, optionally, their department. That badge is then permanently registered to them, they are checked into the meeting in progress straight away, and every future scan is matched like any other employee's.
The practical benefit is that you do not have to keep editing and re-uploading an Excel file every time somebody is hired. Badge registration for new employees happens at the door, in a few seconds, by the person who knows their own name — which is also the person least likely to spell it wrong.
Enrollment is still under your control: newly enrolled employees appear in employee management like any other record, so an administrator can correct a department or a spelling afterwards, and a later bulk import still works normally.
Offline operation
MeetingRoll runs locally on the Windows computer in the room. Your employee list and the attendance you collect live on that machine, so a check-in does not depend on a network request completing.
This is not a limited offline mode that syncs later and hopes for the best. Scanning, duplicate detection, guest entry and exporting all behave the same with the network unplugged as they do with it connected, because none of them were reaching across a network to begin with.
Excel and CSV employee imports
Your organization already has an employee list. It might be an HR export, a department roster, or a spreadsheet one administrator has maintained for years. MeetingRoll imports it rather than asking you to rebuild it.
Both Excel workbooks and CSV files are supported. During import you map your columns — employee name, badge or employee ID, department — to the fields MeetingRoll uses. That mapping is the only setup work, and it is a few minutes once.
When people join, leave or transfer, import the updated file again instead of editing records one at a time. For most organizations this means the roster in MeetingRoll stays current as a side effect of the HR export that already happens.
You do not have to wait for that export, though. With self-service employee enrollment, a new hire who scans an unrecognized badge adds themselves at the door — so a single new employee never forces you to re-upload the whole Excel file.
Manual guest check-in
Not everyone in the room will have a scannable badge. Contractors, vendors, auditors, new hires whose badges have not arrived, and staff who left theirs in a locker all show up to meetings.
MeetingRoll lets whoever is running the door add a person by hand in a few seconds. Manually added attendees land in the same attendance record as badge scans and appear in the same export, so your record of the meeting is complete rather than complete-except-for-a-sticky-note.
The same path handles the case where a badge scan does not match any employee. Check the person in manually so the queue keeps moving, then fix the employee record afterwards.
Duplicate check-in prevention
People scan twice. They arrive, step out to take a call, and scan again on the way back in. Someone unsure whether the first scan registered will try once more to be safe. On a paper sheet this produces a count nobody trusts.
MeetingRoll recognizes a badge that has already been checked into the current meeting and tells the person so, rather than adding a second attendance row. The headcount at the end of the meeting is the number of distinct people who attended, which is the number you actually need when reporting on a mandatory session.
Department filtering
If your employee list includes a department column, MeetingRoll can work department by department. Run a meeting scoped to Nursing, or to Maintenance, and you are not scrolling past three thousand unrelated names to find one person.
Filtering matters even more after the meeting. For a required all-staff session, the question that gets asked is rarely "how many attended" — it is "which departments still have people who have not". Department data in your import is what makes that answerable.
Employee management
Between imports you can manage employee records directly in MeetingRoll: add a new hire, correct a misspelled name, update a badge ID that was reissued, or move someone to a different department.
Bulk changes belong in a re-import; one-off corrections belong here. Having both means a single wrong badge number does not force you to regenerate an export from your HR system in the ten minutes before a meeting starts.
Employees who added themselves through self-service enrollment land in this same list, so their badge registration is visible, editable and exportable exactly like an imported record.
Excel and CSV attendance exports
When a meeting ends, export the attendance record to Excel or CSV. That file is the deliverable — the thing a compliance officer files, a training coordinator archives, or a manager forwards to whoever asked.
Exporting to ordinary spreadsheet formats is a deliberate choice. It means you can sort, combine several meetings, build your own pivot table, or feed the data into an LMS or HR system without waiting for MeetingRoll to add a report in exactly the shape your organization needs.
Backup and restore
Because MeetingRoll keeps your data on your own machine, that machine is worth protecting. Backup produces a copy of your employee list and attendance history that you can store wherever your organization keeps backups.
Restore is the other half, and it is what makes replacing hardware unremarkable. Move MeetingRoll to a new laptop, restore the backup, and your roster and past meetings are there. It is also the safe way to try a large import — take a backup first, and rolling back is a restore rather than a rebuild.
First-time setup wizard
The first run walks you through the decisions that matter: your organization details, importing your first employee list, and mapping its columns so badge IDs line up correctly.
This is worth doing carefully once. The person who sets MeetingRoll up is often not the person who runs meetings with it, and a guided setup means the second group inherits something that already works rather than a configuration screen and a guess.
Company branding
Custom branding puts your organization's name and logo on the check-in screen employees see when they scan. It is available as a one-time add-on — see the pricing page for details.
For hospitals, school districts, government departments and larger employers this is more than decoration. Staff are trained to be careful about scanning their badge into unfamiliar systems, and a screen that carries the organization's own identity removes the hesitation at the door.
Related pages
See MeetingRoll in your own meetings
Every feature on this page is in the Windows application today. Get in touch and we will help you get your employee list imported.