Check-in screen states reference
This page describes the states you may see on the check-in screen and what each one means.
To use the check-in screen, see Check in attendees at an event.
Not yet available: the check-in screen does not scan QR codes and does not work offline, so it has no scanner, offline or sync states. Check-in needs an internet connection.
Search states
Section titled “Search states”| State | What you see | What it means |
|---|---|---|
| Search results | Rows with each person’s name, ticket type and registration time, and their email when you can see it. | The search matched these registrations. Members are matched by the name and email on their member record; people who registered without an account, by what they registered with. An email matches only when you could see that email. Select Check in on a row to check the person in. |
| No email line | A result row with a name but no email under it. | You can’t see this person’s email. Emails are shown only to admins who can also read member records (the members:read permission), for the members that permission covers; for people without a member account, being able to read member records is enough. |
| Search field label | The field reads Search by name or email, or Search by name. | Search by name or email means you can read member records, so you can also search by email. Search by name means you can search by name only. |
| Checked in | A green Checked in badge on the row, with no Check in button. | This person is already checked in. The badge does not show the check-in time. |
| Name not available | A result row with Name not available and no email. | Your role covers only some membership levels or tags, and this member is outside them. You can still check them in from the row. Such members are not found by a name or email search — ask an admin whose role covers all levels and tags to check them in. |
| No matching attendees | “No matching attendees”. If you can register people for events, also “Not finding them? Register them on-site.” and a Register on-site button. | Nobody registered for this event matches the search. Register on-site opens the event’s Attendees tab, where you can register the person. |
| Search failed | A red error: “We couldn’t search attendees” — “Please try again in a moment.” | The search did not go through. Try again. |
Check-in results
Section titled “Check-in results”| State | What you see | What it means |
|---|---|---|
| Checked in | The row’s Check in button is replaced by a Checked in badge; the header count goes up by one; the person is added to the recent check-ins list with the time. | The check-in was recorded. |
| Already checked in | An amber notice: “Already checked in at” and a time, with “This attendee was already checked in.” | Someone had already checked this person in — on this device or another. The time is the first check-in’s. Nothing more is recorded. |
| Can’t be checked in | A red error: “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-in failed | A red error: “We couldn’t check in this attendee. Please try again.” | The check-in did not go through. Try again. |
| Server unreachable | A red error: “Couldn’t reach the server — check your connection and try again.” | The connection dropped, so the check-in or reversal may not have been recorded. The buttons stay usable — reconnect and try again. If a check-in was recorded, you’ll see “Already checked in at {time}”. |
Un-check-in states
Section titled “Un-check-in states”| State | What you see | What it means |
|---|---|---|
| Reason prompt | Your browser’s prompt: “Why are you reversing this check-in?” | You selected Un-check-in on a checked-in row. Type a reason and confirm to reverse the check-in; the reason is recorded in the audit log. An empty reason or a cancelled prompt reverses nothing. |
| Reversal failed | A red error: “We couldn’t reverse this check-in. Please try again.” | The check-in was not reversed. The screen shows this same message whatever the cause — including a sign-in that is too old for this action, which is not a permissions problem. |
Screen states
Section titled “Screen states”| State | What you see | What it means |
|---|---|---|
| Live | A green ● Live badge in the header. | The screen is receiving live updates, so the count and the recent check-ins list stay current as other devices check people in. |
| Not live | An amber Refresh badge in the header instead of ● Live. | The screen is not (or not yet) receiving live updates. |
| Live updates paused | An amber banner: “Live updates paused” — “We lost the live connection. Refresh to catch up.” with a Refresh feed button. | The live connection dropped and did not come back. Refresh feed reloads the page. You can still check people in. |
| Event cancelled | A red banner: “This event was cancelled” — “Check-in is closed. You can still return to the event.” | The event is cancelled. No Check in or Un-check-in buttons are shown. |
| Event could not be loaded | A red banner: “We couldn’t load this event” — “Check-in is unavailable right now. Refresh to try again.” | The screen could not confirm the event’s status, so check-in is turned off until you refresh. |
Recent check-ins list
Section titled “Recent check-ins list”Below the search, the screen lists recent check-ins, newest first, as “{name} — Attended {time}”. It shows the check-ins you make on this device straight away, and check-ins from other devices while the screen is live.