Check in attendees at an event

This guide shows you how to use the check-in screen on the day of the event. You check people in by searching for them by name or email.

Not yet available: the check-in screen does not scan ticket QR codes, does not work offline, and has no way to add check-in staff from the screen. Check-in needs an internet connection.

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 and a recent sign-in.

Before you start

Use a device with an internet connection. Check-in does not work offline.
Several people can check in attendees at the same time on separate devices. If someone else already checked a person in, you see “Already checked in at” and the time of the first check-in. The first check-in is kept.
Each person who helps needs their own sign-in with the events:check-in permission.

Steps

Open the check-in screen

Open the event in the admin panel and select Open check-in at the top of the page. The link appears once the event is published (not on a draft or cancelled event) and only if your role can check people in.

The check-in screen’s header shows the event name, the number of people checked in (for example, “12 checked in”), and a green ● Live badge while it is receiving live updates.

Check someone in by name or email

In the search field, type part of the person’s name — or their email address, if the field is labelled Search by name or email. The search finds members — by the name and email on their member record — and people who registered without a member account. See Who sees what at check-in.
Each result shows the person’s name, ticket type and registration time, and their email if you can see it. Select Check in on the person’s row.
The row now shows a Checked in badge, the count in the header goes up by one, and the person is added to the list of recent check-ins below the search, with the time.

A person who is already checked in shows a Checked in badge instead of the Check in button.

Who sees what at check-in

Names: anyone who can check people in sees attendees’ names — for the members their check-in role covers. If your role covers only some membership levels or tags, see the next section.
Emails: you see an attendee’s email only if you can also read member records (the members:read permission), and only for the members that permission covers. For people who registered without a member account, being able to read member records is enough. When you can’t see someone’s email, the row simply shows no email line.
Searching by email needs the same access: an email search finds a person only if you could see their email. If you can read member records, the field is labelled Search by name or email; otherwise it is labelled Search by name.

If your role covers only some membership levels or tags

A member outside your levels or tags is not found when you search by name or email. Ask an admin whose role covers all levels and tags to check them in. When such a member does appear in the results, the row shows “Name not available” and no email. You can still select Check in on the row.

People who registered without a member account are always found by name. They are found by email only if you can read member records.

Undo a check-in

If you checked in the wrong person, you can reverse it. You need the events:check-in-undo permission.

Search for the person. Their row shows a Checked in badge.
Select Un-check-in on the row.
Your browser asks “Why are you reversing this check-in?”. Type a reason and confirm. The reason is recorded in the audit log. If you leave the reason empty or cancel the prompt, nothing is reversed.
The Checked in badge is removed, the Check in button returns, and the count in the header goes down by one.

If the reversal does not go through, the screen shows “We couldn’t reverse this check-in. Please try again.” Nothing has been reversed. The screen shows this same message whatever the cause — including when your sign-in is too old for this action, which is not a permissions problem.

Exit check-in mode

Select ← Back in the top-left corner to return to the event detail page.

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

“Already checked in at” with a time — this person was already checked in, by you or on another device. Nothing more is recorded.
“This registration can’t be checked in — it is cancelled or still awaiting payment.” — the registration is cancelled or its payment has not completed. Check the registration in the Attendees tab.
“We couldn’t check in this attendee. Please try again.” — the check-in did not go through. Try again.
“Couldn’t reach the server — check your connection and try again.” — the connection dropped, so the check-in may not have been recorded. Reconnect and select Check in again; the buttons stay usable. If it was recorded, you’ll see “Already checked in at {time}”.
“We couldn’t search attendees” — the search did not go through. Try again in a moment.
“No matching attendees” — nobody registered for this event matches. If you can register people for events, select Register on-site to go to the Attendees tab and register them there.
“Live updates paused” — the screen lost its live connection. Select Refresh feed to reload the page and catch up. You can still check people in.
“This event was cancelled” — check-in is closed for a cancelled event.
A search result shows “Name not available” — your role covers only some membership levels or tags, and this member is outside them. You can still check them in from the row. See If your role covers only some membership levels or tags.
A member you know is registered is not found by name — if your role covers only some levels or tags, the member may be outside them. Ask an admin whose role covers all levels and tags to check them in.