What you will learn
By the end of this tutorial, you should understand how to:
- open and use the check-in scanner
- select the correct event before scanning
- handle both QR scans and pasted-code fallback
- interpret scanner results correctly
- review and export attendance after the event
Scenario
Your nonprofit is running an in-person event and needs a fast, reliable way to track who actually arrives.
The front-desk team is using phones or tablets to scan QR codes at the door. They also need a fallback option in case a code will not scan and a clean way to review attendance afterward.
Before you begin
Before attendees start arriving, confirm:
- the right event is selected for check-in
- the device has camera access if you plan to scan
- staff know what the success and error messages mean
- staff know how to use the fallback code field
- someone on the team knows how to review attendance afterward
A short check before doors open usually prevents most event-day confusion.
Step 1 — Open the Check-in Scanner
- Go to
Events > Check-in scanner. - Choose the event.
- Tap
Start scanning. - Scan the attendee’s QR code.
If the camera is unavailable, use the Paste code fallback.
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Why this matters
The scanner only works correctly in the context of the selected event.
Choosing the correct event first is one of the most important operational steps in the whole workflow.
Step 2 — Scan attendees as they arrive
As attendees reach the front desk, scan their QR codes one at a time.
What the scanner is doing
The system checks that:
- the code belongs to the selected event
- the code belongs to the current tenant
- the attendee has not already been checked in in a way that would create a duplicate
What staff should look for
The scan result should make it clear whether the attendee is:
- checked in successfully
- already checked in
- using a wrong-event code
- presenting an invalid code
Why this matters
The result is designed to give door staff a quick operational answer, not just a technical status.
Step 3 — Use the fallback when needed
If the camera is unavailable or the QR image does not scan reliably:
- Copy or enter the attendee’s
CHK1:...code - Paste it into the fallback field
- Submit
When this is useful
Use the fallback when:
- camera permissions are blocked
- the image is blurry or damaged
- the device cannot focus well
- the attendee can provide the raw code value directly
Why this matters
Fallback check-in keeps the line moving and helps the team continue recording attendance even when device conditions are imperfect.
Step 4 — Interpret the result correctly
After each scan or pasted-code submission, review the on-screen result.
The page may show outcomes such as:
- checked in
- already checked in
- wrong event
- invalid code
How to think about this
A repeat “already checked in” result is not necessarily a problem. It often just means the person was already recorded successfully earlier.
An invalid or wrong-event result usually means the code does not belong in the current event context.
Good practice
Train door staff to recognize these messages quickly so they do not treat a normal duplicate-safe confirmation like an error.
Step 5 — Review attendance during or after the event
Open the event and use the Attendance relation to review everyone who has checked in.
This is useful when staff need to:
- confirm whether a person has arrived
- compare attendance to expected registrations
- monitor event-day turnout
- prepare post-event follow-up
Why this matters
The attendance relation becomes the event’s real record of arrivals, not just a side effect of scanning.
Step 6 — Export attendance after the event
Use the attendance export action when you need a post-event attendance file.
This is especially useful for:
- attendee-only follow-up
- no-show review
- reconciliation and reporting
- internal event assessment
Why this matters
Registration lists tell you who planned to attend.
Attendance exports tell you who actually arrived.
That difference is often the real operational insight a team needs after the event.
Step 7 — Correct mistakes if needed
If someone was checked in incorrectly, open the event’s Attendance relation and use the Undo action on the relevant record.
Why this matters
A correct attendance record is more valuable than a fast but inaccurate one.
It is better to correct an error than to let attendance data remain unreliable for later reporting and follow-up.
Common mistakes to watch for
Forgetting to select the correct event before scanning can cause avoidable check-in errors.
Do not assume a confirmed registration means the person attended. Attendance is only recorded through check-in.
Test both the camera flow and the pasted-code fallback before the event begins.
Teach staff what “already checked in” means so they do not interpret it as a failure.
What to do next
After your first live check-in event:
- review the attendance list against registrations
- identify any no-show pattern worth noting
- decide whether badge generation would improve future event-day flow
- document the event team’s preferred check-in process for the next event