Event Check-In
How does event check-in work, and what is the best way to do it?
Event check-in is the moment an attendee arrives, is recognized as registered and is let in, usually receiving a badge on the way. It is the first thing every guest experiences and the point where a badly planned event shows. A long line at the door sets the mood for the day, and the count it produces tells you how many people actually came.
This guide explains the check-in process step by step, compares the main methods (QR scanning, name lookup, self-service kiosks and badge printing), and gives a registration desk setup checklist to copy. Where it describes Eventdex, it restates what the Eventdex check-in pages say.
Updated by the Eventdex team
4.7/5 from 39 reviews on each
The event check-in process, step by step
However it is done, check-in has the same shape. Design each step so that the common case is fast and the exception has somewhere to go.
Send the ticket before the event
Each registrant receives a confirmation with a QR code and clear arrival instructions: where to go, when doors open and what to bring.
Greet and route
A person or a sign at the entrance sends attendees to the right queue: scanned ticket, name lookup, walk-in registration or help.
Identify the attendee
Scan the QR code or barcode, or find the name in the list. The system marks the person as arrived.
Give the badge
Hand over a pre-printed badge or print one on demand with the attendee's details.
Handle the exceptions
Name not found, ticket already used, wrong ticket type, walk-in without a ticket: each needs a named person with the authority to decide.
Direct them inside
Point to the first session, the coffee and the agenda or event app, so that the desk clears quickly.
Use the arrival data
The check-in list shows who came and when. Use it to adjust staff on the day and to report attendance afterwards.
Event check-in methods compared
Most events use more than one method at once: scanning for the many, name lookup and a help line for the few. Choose the mix that matches your audience and venue.
| Method | How it works | Best for | Watch out for |
|---|---|---|---|
| QR or barcode scan | Staff scan the code on the ticket or badge with a phone or tablet | Most events with pre-registration | Attendees who cannot find the code, and phone screens in bright light |
| Name lookup | Staff search the list by name and mark the attendee as arrived | Attendees without their ticket | Slow at scale and prone to misspellings |
| Self-service kiosk | Attendees scan or enter their own details and the badge prints | Large crowds, fewer staff | Needs a person nearby to help, and signage |
| Badge printing on demand | The badge prints when the attendee is checked in | Events where details change late or walk-ins are expected | Needs printers, stock and a spare |
| Walk-in registration | A last-minute attendee registers and pays at the event | Open events and trade shows | Needs a separate queue and payment method |
Registration desk setup checklist
Set the desk up the day before, run through it with the staff and test every device on the venue's own network. Copy the checklist below for your team.
Event check-in desk setup checklist
EVENT CHECK-IN DESK SETUP CHECKLIST Event: [name] Date: [date] Desk location: [place] Desk lead: [name, mobile] LAYOUT [ ] Desk away from the doors so a queue does not block the entrance [ ] Clear signs: scanned ticket, name lookup, walk-ins, help [ ] Queue barriers or floor markings if needed [ ] Separate help point for exceptions [ ] Kiosk area with a person on hand to help DEVICES [ ] Scanning devices charged, with chargers and spare batteries [ ] Logged in to the check-in app on every device [ ] Attendee list loaded and tested with a few real names [ ] Offline mode tested in case the venue connection fails [ ] Badge printers connected, with stock loaded and a spare roll [ ] Test badge printed and checked for size, spelling and QR code BADGES AND PAPER [ ] Pre-printed badges sorted, if used [ ] Blank stock and holders [ ] Backup paper list in case of total failure [ ] Pens, tape, scissors STAFF [ ] Staff briefed and shifts shared [ ] Each person has tried the check-in process [ ] Exceptions: who decides, and what they may decide [ ] Contact for technical problems: [name, mobile] WALK-INS [ ] Walk-in registration process agreed [ ] Payment method ready, if tickets are sold at the door DURING AND AFTER [ ] Arrival count checked against the staffing plan every [number] minutes [ ] Attendance list exported at close [ ] Devices and printers collected and counted
Event check-in with Eventdex
These are the check-in features Eventdex's own pages describe. Eventdex supplies the software and, for rent, the hardware. It does not supply staff to run the desk.
QR and barcode check-in
Attendees are checked in by scanning a QR code or barcode, and organizers can look attendees up in the system with minimal details if they have no ticket.
Attendee check-in appMultiple devices, one login
Several devices can be used for check-in at once with a single login, which shortens queues.
Onsite check-in and badge printingOffline mode
Tickets can be scanned and validated offline, and the data syncs back once the connection is restored.
Self-service kiosks
Attendees scan their QR code or enter their details at a kiosk and their badge prints on the spot. Walk-ins can register and buy a ticket there.
Check-in kioskOn-demand badges
Badges print on Zebra, Epson and Brother printers, designed in a drag-and-drop badge designer.
Event badgesLive check-in analytics
See how many attendees have checked in, and which sessions have the most attendees, with exports to integrated CRMs such as Salesforce.
Hardware to rent
iPads, tablets, printers, kiosks and accessories can be rented for the event.
Supported devices
The Eventdex platform
Check-in tools on Eventdex
- Attendee check-in appQR and barcode check-in with offline syncing and live analytics.Learn more about Attendee check-in app
- Check-in kiosksSelf-service check-in with badges printed on the spot.Learn more about Check-in kiosks
- Onsite check-in and badge printingContactless check-in, offline mode and on-demand badges.Learn more about Onsite check-in and badge printing
- Event badgesBadges designed and printed on demand.Learn more about Event badges
- Hardware to rentTablets, scanners, printers and kiosks.Learn more about Hardware to rent
“Eventdex helped me run a smooth registration process during my event and helped me deliver an excellent mobile application to my event's attendees. Their support team was brilliant and I really enjoyed incorporating the Eventdex solutions into my events.”
University at Buffalo
Eversource Energy
Georgia Tech
Influence Communications
FAQ
Event Check-In: common questions
What is event check-in?
It is the process of recognizing an attendee as registered when they arrive, marking them as present and letting them in, usually handing over a badge. It also produces the record of who actually attended.
What is the fastest way to check people in?
Scanning a QR code or barcode is usually the quickest for pre-registered attendees, and self-service kiosks spread the load across many stations. Keep name lookup for the few who arrive without a code.
Can check-in work without an internet connection?
With Eventdex, yes. Its pages say tickets can be scanned and validated offline and the data syncs back once the connection is restored. Test offline mode on your own devices before the event.
What if an attendee arrives without their ticket?
Look them up by name or email, or with the minimal details the check-in system allows. Have a named person at a help point decide on exceptions so the main line keeps moving.
Does Eventdex provide the staff for check-in?
No. Eventdex provides the check-in software, kiosks and badge printing, and iPads, tablets, printers and kiosks to rent. The people at the desk are yours.
Speed up check-in at your next event with Eventdex
Start with a free interactive floor plan, or talk to an event specialist on +1 (866) 434-5088.