Check in participants

Check-in records that someone has arrived, when, and which staff member let them in. There is no separate check-in page on the dashboard: at the door you scan people in with the organiser app, and on the dashboard you check someone in from their participant drawer, usually when their pass won’t scan.

Who can do this: Org admins. Other staff roles can see who has checked in on the Participants page, but can’t check anyone in (see Roles: who can do what). In the organiser app, the Check-in tab only appears for org admins.

Where: Organiser app → Check-in tab. On the dashboard: Event → People → Participants → a participant’s drawer.

Scan people in with the organiser app

1. Open the organiser app, pick the event and tap the Check-in tab.
2. The first time, allow camera access. If the app says Camera access required, allow it and come back.
3. Point the camera at the participant’s Event Pass QR code. The hint on screen says Point the camera at a participant’s Event Pass QR.
4. Read the result:
   • Green with their name and Checked in: done. Their team shows after it when they have one.
   • Amber Already checked in: they were checked in before. It says by whom and at what time.
   • Not an Event Pass: the QR code isn’t a participant pass. Ask them to open their pass in the app and scan again.
   • No connection: the check-in was not recorded. Check the signal and tap Retry this scan.
5. Tap Scan next for the next person.

The line at the top shows how many people are in, for example “212 / 340 in”.

Rapid scan

Rapid scan on (the default) brings the camera back by itself about a second and a half after each successful check-in, so a queue moves without a tap per person. Tap it to switch to Rapid scan off if you want to read each result before moving on. Only a success returns by itself; an “already checked in”, an invalid pass or an error waits for you.

The torch button on the scanner turns on the phone’s light for dark doorways.

Check someone in without their pass

In the organiser app:

1. On the Check-in tab, tap Find by name.
2. Pick the person in Check in by name. They are checked in exactly as if you had scanned their pass.

You can also open the person on the People tab and tap Check in in their Check-in section.

On the dashboard:

1. Go to Participants and click the person’s row to open their drawer.
2. In the Check-in card, which reads “Not checked in yet. Use this when their badge will not scan.”, click Check in.

If they were already checked in, for example by a scan a moment earlier, you see “Name was already checked in by …” rather than an error.

Take a roll-call instead of arrival

If the event uses the Attendance module, the scanner has a pill at the top that starts on Arrival (see Attendance and roll-calls). Tap it to pick another roll-call session, or create one. While a session is picked, scanning marks people present in that session instead of checking them in on arrival, and Find by name becomes Mark present without scanning.

See who has arrived

On Participants, the Checked in column shows the time and who checked each person in, or “Not yet”. Switch on Not checked in above the table to list only the people still to arrive. When everyone has arrived the list says “Everyone here has checked in.” Each check-in also counts in the Arrival session on Attendance.