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Event Check-in Process

How to check in attendees when they arrive at your event

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Event Check-in Process

A smooth check-in sets the tone for your event. Here's how to welcome attendees efficiently and keep track of who's arrived.

Before the event

Prepare your team

If you have helpers at the door:

  • Brief them on the check-in process

  • Share scanner access (see below)

  • Assign roles (scanner, greeter, troubleshooter)

  • Do a practice run

Share scanner access

Give your team access to check people in:

  • Go to Events Management

  • Open your event

  • Click Scanner or Check-in

  • Share the scanner link, OR

  • Set up a check-in PIN for quick access

Prepare your station

Set up a welcoming check-in area:

  • Table or counter at an appropriate height

  • Device(s) for scanning (tablet recommended)

  • Backup device charged and ready

  • Attendee list printed (just in case)

  • Name badges or materials to distribute

Test everything

Day before the event:

  • Open the scanner on your device(s)

  • Test camera permissions

  • Scan a test ticket

  • Verify internet connection at the venue

  • Have a backup plan for connectivity issues

On the day

Setting up

  • Arrive early to set up the check-in station

  • Open the Event Scanner

  • Allow camera access when prompted

  • You're ready to welcome attendees

The check-in flow

For each attendee:

  • Greet warmly — welcome them to the event

  • Request ticket — ask to see their ticket QR code

  • Scan the code — point your camera at their screen or printout

  • Confirm check-in — verify the success message

  • Provide materials — hand over name badge, program, etc.

  • Direct them in — point them towards the event space

What attendees show

Attendees can present their ticket as:

  • Email confirmation — QR code in their confirmation email

  • Mobile wallet — ticket saved to Apple Wallet or Google Wallet

  • PDF ticket — downloaded and saved on their phone

  • Printed ticket — paper copy of their ticket

All display the same scannable QR code.

Using the scanner

Successful scan

When a valid ticket scans:

  • Green confirmation appears

  • Attendee name displayed

  • Ticket type shown

  • Check-in time recorded

  • Scanner resets automatically

Already checked in

If someone's already been scanned:

  • Yellow warning appears

  • Shows when they first checked in

  • Prevents duplicate entries

  • Ask if there's been a mistake

Invalid ticket

If the scan fails:

  • Red alert appears

  • Ticket not recognised for this event

  • Try manual search

  • Verify they're registered

See Scanning Event Tickets for detailed scanner instructions.

Manual check-in

When QR scanning isn't working:

  • Click Manual Search on the scanner screen

  • Search by:

- Name - Email - Ticket number

  • Find the attendee in results

  • Click Check In

  • Confirm the check-in

When to use manual check-in

  • QR code won't scan (damaged, too small, screen too dark)

  • Attendee doesn't have their ticket

  • Walk-up registrations

  • Group bookings

Handling walk-ups

For people who haven't registered:

If you allow on-the-day registration

  • Direct them to register on their phone

  • Or register them yourself

  • Process payment if required

  • Check them in once confirmed

If registration is closed

  • Explain registration has closed

  • Offer to add them to a waitlist

  • Or provide information about future events

  • Be friendly — they're interested in what you do!

Tracking attendance

The scanner shows real-time statistics:

  • Total registered — expected attendees

  • Checked in — who's arrived

  • Pending — still waiting

  • Check-in rate — percentage present

Monitor these throughout arrival time to gauge timing.

Common situations

Late arrivals

  • Keep check-in available after the event starts

  • Consider a quieter secondary entrance

  • Have someone ready to welcome latecomers

Group bookings

  • One person may have tickets for their group

  • Scan or check in each person individually

  • Or note the group on arrival

VIP attendees

  • Consider a separate VIP check-in line

  • Brief your team on who to expect

  • Have their materials ready in advance

Accessibility needs

  • Ensure check-in area is accessible

  • Be patient with attendees who need extra time

  • Offer seated check-in if needed

Troubleshooting on the day

Scanner not working

  • Check internet connection

  • Refresh the scanner page

  • Try a different browser

  • Switch to backup device

  • Use manual check-in

Long queues forming

  • Add more devices scanning

  • Use manual check-in for speed

  • Reassure people in the queue

  • Consider letting people in and checking later

No-shows

Don't worry — it's normal:

  • Typical no-show rates are 10-30%

  • Free events have higher no-shows

  • Reminder emails help reduce this

  • Track for future planning

After check-in

Once everyone's arrived:

  • Note final check-in numbers

  • Close the check-in station

  • Keep one device accessible for latecomers

  • Focus on running your event

What's next?

During and after your event:

A warm welcome at check-in creates a great first impression — your attendees will appreciate the smooth experience.

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