Check-Ins

Check-In Workflow

How check-in works:

• 1. Preparation - Print badges with QR codes or prepare participant lists for the event
• 2. Setup Stations - Set up check-in devices (laptops, tablets, scanners) at entry points
• 3. Participant Arrives - Participant approaches check-in counter with badge or ID
• 4. Check-In Recorded - Staff scans QR code, enters badge number, or selects from list
• 5. System Logs Entry - Timestamp, method, and staff member recorded. Badge confirmed as valid
• 6. Participant Enters - Green confirmation shown. Participant proceeds to event
• 7. Re-Entry Support - Same participant can check in again (multi-day events, re-entry)

Check-In Methods

Different ways to check in participants:

• QR Code Scan - Fastest method. Scan QR code on badge using device camera or handheld scanner. Instant lookup
• Badge Number Entry - Type badge number manually. Useful when QR code is damaged or unreadable
• Name Search - Search by participant/company name. Select from results to check in
• Manual Selection - Browse participant list and select to check in. Good for small events
• Mobile App - Dedicated smartphone app for roaming check-in (e.g., in parking areas)

Check-In Information

What gets recorded with each check-in:

• Participant ID - Which participant checked in
• Timestamp - Exact date and time of check-in
• Method - How they checked in (scan, manual, app)
• Badge Number - The badge/ticket number used
• Staff Member - Which admin performed the check-in
• Entry Point - Which check-in station (if multiple)

Real-Time Monitoring

Track attendance as it happens:

• Live Counter - Current total checked-in participants displayed prominently
• Recent Activity - Last 10-20 check-ins shown in a live feed
• By Category - Breakdown of check-ins by participant category
• Pending/No-Show - List of registered participants not yet checked in
• Hourly Chart - Visual graph of check-ins over time

Check-In Station Setup

Preparing your check-in points:

• Hardware - Laptop/tablet with camera, or dedicated QR scanner connected via USB
• Internet - Stable internet connection. Consider mobile hotspot as backup
• Login - Staff member logs into admin portal with check-in permissions
• Open Check-In Page - Navigate to Check-Ins → Scan or use the dedicated check-in mode
• Test Scan - Test with a sample badge before participants arrive

Special Scenarios

Handling edge cases:

• Badge Not Found - Search by name if badge cannot be scanned. May need to issue replacement badge
• Not Registered - If person not in system, can register on-site (if enabled) or direct to registration desk
• Already Checked In - System shows warning. Can proceed for re-entry or investigate duplicate
• Multiple Days - Each day records separate check-ins. History shows all entries
• VIP/Speaker - Visual indicator for VIP participants. May have separate entry

Reports and Export

• Attendance Report - Full list of who checked in with timestamps
• No-Show Report - Registered participants who did not check in
• Time Analysis - When participants arrived (peak times, early/late arrivals)
• Export to Excel - Download check-in data for external analysis
• Print Attendance - Generate printable attendance list