Introduction
Use this guide when your team needs the fastest reliable path through event-day check-in and attendance tracking.
This page focuses on common operational tasks such as scanning attendees, handling fallback check-in, undoing mistakes, and preparing event-day materials like badges.
When to use this page
Use this page when you need to:
- check someone in with a mobile device camera
- check someone in without using the camera
- undo an incorrect check-in
- generate badges for attendee handling
- review how attendance should be managed at the event
What you will learn
This guide shows you how to:
- use the scanner page effectively
- keep the check-in line moving when the camera is unavailable
- correct attendance mistakes cleanly
- prepare for event-day identity and badge handling
Before you start
Before the event begins, confirm:
- the correct event is ready for check-in
- staff know which device will be used
- the device has camera permission if you plan to scan
- the event team understands the fallback method
- badge or printed materials are prepared if needed
A few minutes of preparation here can prevent confusion when attendees begin arriving.
Check someone in with the camera
This is usually the fastest and most efficient check-in method for in-person event teams.
Step 1 — Open the scanner page
Go to the Check-in scanner page.
Step 2 — Select the event
Choose the correct event before scanning anything.
This matters because the scanner validates the QR token against the selected event and tenant. If the wrong event is selected, the scan may be rejected even if the attendee is real.
Step 3 — Start scanning
Tap or click Start scanning.
If the device requests permission to use the camera, allow it.
Step 4 — Scan the attendee QR code
Have the attendee present their QR code and scan it with the device.
What to expect
The scanner should return a result such as:
- checked in successfully
- already checked in
- wrong event
- invalid code
Good practice
Keep the device steady and make sure the event is selected before the line starts moving.
At the door, the most common source of confusion is often not the QR code itself, but scanning against the wrong event.
Reliability note
HTTPS and camera permissions improve reliability on mobile devices, especially when staff are scanning from phones or tablets.
Check someone in without the camera
Use this when the camera is unavailable or when the QR image cannot be scanned reliably.
This can happen when:
- camera permissions are blocked
- the attendee’s screen is damaged or dim
- the code is blurry
- the device struggles to focus
- staff only have the raw code value
Step 1 — Copy or enter the CHK1:... code
Get the attendee’s fallback code or copied value.
Step 2 — Paste it into the fallback field
Use the manual or pasted-code field on the scanner page.
Step 3 — Submit
Submit the code and review the result.
Why this matters
A fallback path keeps the front desk moving when scanning conditions are poor.
It also reduces the temptation to abandon attendance tracking just because one QR code is hard to scan.
Good practice
Make sure door staff know this option exists before the event starts. A fallback method only helps if staff remember to use it under pressure.
Undo a check-in
Use this when someone was checked in by mistake or when staff need to correct an attendance record.
Step 1 — Open the event
Go to the relevant event in the dashboard.
Step 2 — Go to Attendance
Open the Attendance relation for that event.
Step 3 — Use the Undo action
Find the attendance record and use the Undo action.
When this is useful
This is helpful when:
- the wrong person was checked in
- the same person was handled incorrectly
- staff were testing the scanner on a live event
- an operational mistake needs to be corrected before exports or follow-up
Good practice
Undo attendance carefully and only when staff are confident the original check-in was incorrect. Attendance records are most useful when they remain a trustworthy account of who actually arrived.
Print event badges
Use badges when the event team needs a clearer arrival process, visible attendee names, or a smoother in-person experience.
Badge PDFs can be generated for:
- registered attendees
- ad hoc names
Why this matters
Badges can support:
- faster welcome and recognition
- easier networking
- easier staff verification
- smoother event-day logistics
Operational note
Badge printing and scanner workflows are both implemented, but your team’s exact process may differ depending on the event style, staffing model, and print setup.
Good practice
If your event uses both badges and QR check-in, decide in advance which one is the primary check-in workflow and which one is a support tool.
Tips and notes
Always select the event first. Many scanner issues come from event mismatch, not attendee problems.
Teach staff both the camera flow and the pasted-code fallback before the doors open.
Do not assume registration equals attendance. Check-in is what creates the attendance record.
If your team is using live check-in for the first time, run a quick test before attendees arrive.