Event Check-In Tips

Before the event: get the code into attendees' hands

A fast scan needs something to scan. The most useful tip is also the simplest: make sure every registered attendee has their QR code or ticket in their email, and tell them to bring it.

• Send a pre-event email with the ticket

  Send it a few days ahead, with the ticket or QR code at the top, the arrival time, the address and where to enter. Eventdex's ticketing page says digital tickets go out by email or SMS with a QR code.

  Event ticketing software

• Say what to do at the door

  One line in the email, such as "Have your QR code ready on your phone", saves the most common question at the desk.

• Name a day-before contact

  Give attendees a way to fix a wrong name or email before the day. Corrections made in advance do not become desk queries.

• Print badges ahead for large groups

  Where badges are pre-printed, sort them for pickup. Eventdex also describes on-demand printing at check-in when you would rather not print in advance.

  Onsite check-in and badge printing

Use QR codes, and test them

Eventdex's check-in app scans QR codes and barcodes, so the code on a ticket or badge is what the staff scan. A code only helps if it reads on the day.

• Test each code type

  Scan a sample from each ticket type and each badge stock. Glossy badges, dark screens and low phone brightness are the usual culprits.

• Know the manual fallback

  Some people will arrive without a code. Staff should be able to look attendees up by name or email and check them in that way.

• Consider a handheld scanner for a long queue

  Eventdex says its apps work with Socket Mobile and Linea Pro scanners as well as phone cameras.

  Badge scanner app

Split the lanes and the stations

One queue for everyone is the slowest design. Separate the people who need a quick scan from the people who need help.

Use several devices and plan for no connection

Eventdex's check-in page says several devices can check people in on one login, which lets you add scanners as the queue grows. It also describes an offline mode: tickets are scanned and validated without a connection and the details sync once the device is back online.

The page does not say how long a device can stay offline, so test at the venue rather than assuming. Pull out the Wi-Fi during your rehearsal and confirm that check-in still works and that the records appear afterwards.

Handle late arrivals and walk-ins

Late and unregistered people are normal. The tip is to give them their own path so they do not stall the main lane.

• Keep the list open

  Eventdex describes generating a ticket and registering someone onsite when a last-minute guest turns up, including through self-service kiosks.

  Event check-in kiosk

• Collect only what you need

  Name, email and ticket type are usually enough at the door. Ask the rest by email afterwards.

• Decide the cut-off in advance

  For sessions with limited seats or workshop doors, write down when late entry stops and tell the door staff.

• Track who has arrived

  Live check-in counts tell you how many are still expected, which helps decide when to close extra lanes. Eventdex describes live check-in analytics.

Staff the doors for the peak, not the average

Arrivals bunch up in the 30 to 45 minutes before the start. Plan staff for that window and let them move to other jobs afterwards.

1. 1

   Brief everyone

   Share the lane plan, the manual fallback and who to call for a problem. Ten minutes of briefing is worth more than another body.

2. 2

   Give one person the floor

   A greeter who directs people to the right lane keeps the queue moving and answers simple questions.

3. 3

   Rehearse once

   Check in a few test attendees on the real devices, with the real badge printer, in the real space.

4. 4

   Name a lead for tech problems

   One person decides when to switch to the manual list so staff are not improvising.

5. 5

   Close lanes as the rush ends

   Move scanners to session doors if you track attendance by session.

Event check-in checklist

Copy this and tick it off with your team. The timings are suggestions for planning, not product specifications.

EVENT CHECK-IN CHECKLIST
Event: [Name]   Date: [Date]   Check-in lead: [Name]

ONE TO TWO WEEKS BEFORE
[ ] Attendee list is final and clean (names, ticket types)
[ ] Ticket or QR code emailed to every attendee
[ ] Arrival email sent: time, address, entrance, what to bring
[ ] Lane plan agreed and signage ordered
[ ] Staff and shifts confirmed

THE DAY BEFORE
[ ] Devices charged and updated
[ ] Sample QR codes and badges scanned
[ ] Badge printer tested with paper loaded
[ ] Check-in tested with the venue connection switched off
[ ] Printed attendee list ready as a last resort

DOORS OPEN
[ ] Greeter directing people to lanes
[ ] Look-up desk and walk-in desk staffed
[ ] Problems desk away from the main lane
[ ] Someone watching the arrival count

AFTER THE RUSH
[ ] Late arrival path open until: [Time]
[ ] Spare scanners moved to session doors
[ ] Check-in data exported for the follow-up

Where Eventdex fits

Eventdex's attendee check-in app is described as handling QR and barcode check-in, offline syncing, several devices on one login, kiosks, on-demand badge printing and live analytics. Printers named on the page are Epson, Zebra and Brother. Confirm your devices and printers in a demo before the event.

• Attendee check-in app

  QR and barcode scanning, offline syncing and multi-device check-in.

  Attendee check-in app

• Badge scanner app

  Scan badges for check-in or session attendance tracking.

  Badge scanner app