Check in attendees at an event
This guide shows you how to use the check-in screen on the day of the event. The check-in screen supports both QR code scanning and manual name search.
Who can do this: Organization admins and check-in staff with the events:check-in permission. Un-checking-in attendees additionally requires events:check-in-undo.
Before you start
Section titled “Before you start”- Open the check-in screen on a device with a camera before the event starts. The device downloads the attendee list and caches it for offline use.
- Multiple devices can check in attendees at the same time. If two staff members scan the same QR code, the earlier check-in time is kept.
- The attendee list automatically refreshes every 4 hours while the device is online.
Open the check-in screen
Section titled “Open the check-in screen”- Open the event in the admin panel.
- Select Check-in. The check-in screen opens in full-screen mode with the camera activated.
The screen shows a live attendee count and a green ● Live indicator when connected to real-time updates.
Scan a QR code
Section titled “Scan a QR code”Point the camera at the member’s ticket QR code. The result appears immediately:
- Green success — the member is checked in. Their name and check-in time appear in the live attendee feed on the right.
- Amber notice — the member was already checked in. Their original check-in time is shown.
- Red error — the code was not recognized. Ask the member to show their ticket or search manually.
Check in manually by name or email
Section titled “Check in manually by name or email”If a member does not have their QR code:
- In the Search by name or email field on the right side of the screen, type the member’s name or email address.
- Select the member from the results.
- Select Check in.
Check in when offline
Section titled “Check in when offline”The check-in screen continues to work without an internet connection using the cached attendee list.
- When offline, a yellow warning banner appears with headline “You’re offline” and body “Check-ins are queued and will sync when you reconnect.” Check-ins made while offline are queued and sync automatically when connectivity returns.
- If the cached list is more than 24 hours old, a warning appears with a Connect and refresh button. You can dismiss this warning, but the list may be out of date.
- If no cache has been downloaded yet, the screen shows: “No attendee list cached on this device — connect once to load it. Until then, record check-ins on paper and use manual search to reconcile when you’re back online.”
When connectivity returns, queued check-ins sync automatically. If the same person was checked in on two devices while offline, the earlier check-in time is kept and a brief notice appears for each conflict resolved.
Add check-in staff
Section titled “Add check-in staff”To invite another person to help check in on a separate device:
- Select Add check-in staff on the right side of the screen.
- Enter the staff member’s email address or select them from your org.
Exit check-in mode
Section titled “Exit check-in mode”Select ← Back to event in the top-left corner to return to the event detail page.
Verify
Section titled “Verify”The live tally in the header shows the number of attendees checked in. Each check-in also appears in the Attendees tab on the event detail page.
If something goes wrong
Section titled “If something goes wrong”- Camera is not available — the device may not have camera permission or camera access is blocked. Use manual name search to check in attendees.
- “You’re offline” banner appears — the device has lost connectivity. Check-ins continue using the cached list and sync when connectivity returns.
- Sync conflicts after coming back online — a brief toast notice appears for each conflict. The earlier check-in time is always kept. No manual action is needed.