Introduction

This case study highlights a healthcare provider based in Solano County, California that wanted a better way to manage attendance for employee events, contractor gatherings, and executive board meetings.

Event sizes varied widely, from 500 to 1,000 attendees for many onsite and offsite employee events, with some gatherings reaching as many as 2,000 employees and contractors. The organization already used LenelS2 NetBox as part of its security infrastructure and issued HID 26-bit prox cards, creating an opportunity to build on existing systems rather than introduce a completely separate event management process.

To improve efficiency, accuracy, and visibility, the healthcare provider deployed XPressEntry for mobile event check-in and attendance tracking.

Challenges

Coordinating attendance across multiple event types created administrative and operational challenges.

Large employee events required a fast and organized way to check in hundreds or thousands of people without relying on paper lists or manual sign-ins. Offsite events introduced additional complexity, since attendance still needed to be captured accurately even when fixed infrastructure was not available. At the same time, smaller executive board meetings required a more polished and reliable method of documenting participation.

Leadership wanted a solution that could simplify check-in, improve record accuracy, and make better use of the organization’s existing LenelS2 NetBox system and HID prox cards.

Solution

XPressEntry was deployed as a mobile attendance tracking solution that allowed staff to verify and record attendance by scanning existing HID 26-bit prox cards.

Because XPressEntry integrates with LenelS2 NetBox, the organization was able to extend the value of its existing badge ecosystem into event operations. Staff could quickly confirm attendance at both onsite and offsite events without being tied to fixed readers or manual spreadsheets.

The same approach scaled easily across use cases. For large employee and contractor events, XPressEntry helped accelerate entry and improve visibility into who had checked in. For executive board meetings, it provided a more professional and dependable way to track participation and maintain records.

By using a handheld, mobile platform, the healthcare provider gained a flexible solution that could be deployed wherever events took place.

Results

With XPressEntry in place, the healthcare provider achieved a more efficient and scalable approach to event attendance tracking.

Key outcomes included:

• Faster check-in for employees, contractors, and guests
• More accurate attendance records across onsite and offsite events
• Support for events ranging from several hundred attendees to as many as 2,000 participants
• Better use of existing LenelS2 NetBox and HID 26-bit prox card infrastructure
• Reduced dependence on manual sign-in methods
• Improved documentation for executive board meetings and other important gatherings

By replacing slower, manual processes with mobile badge-based check-in, the organization improved both the attendee experience and the efficiency of event administration.

Conclusion

For this Solano County healthcare provider, XPressEntry delivered a practical way to modernize event attendance tracking without disrupting existing security investments.

By leveraging LenelS2 NetBox and existing HID 26-bit prox cards, the organization implemented a mobile solution that works across large employee events, offsite gatherings, and executive board meetings alike.

The result is a more streamlined, accurate, and flexible event management process that supports better accountability and smoother operations.

XPressEntry handheld badge and biometric readers continue to lead the industry with:

• The most access control integrations
• Broad support for badges, biometrics, and mobile credentials
• The first handheld badge reader running Android 15 for enhanced security

CONTACT US to learn how XPressEntry can enhance your operations.