Check-In System

What is the check-in system?

The check-in system helps you track who arrives at your event. It uses QR codes, live dashboards, and web-based tools to make check-in fast and easy.

Good check-in is important because it helps you know how many people showed up, track attendance for different sessions, and ensure only registered attendees enter your event.

QR code tickets

Every attendee receives a unique QR code when they register. This QR code is their ticket to your event.

How QR codes work

When someone registers for your event, EventNerds automatically:

• Generates a unique QR code for them
• Emails the QR code in their confirmation email
• Makes the QR code available in their attendee profile
• Allows them to add the ticket to Apple Wallet or Google Pay

What attendees should do

Tell your attendees to:

• Save their QR code email
• Add the ticket to their phone wallet, or
• Take a screenshot of the QR code, or
• Print the QR code on paper

Live check-in dashboard

The live dashboard shows real-time check-in activity during your event. It is perfect for displaying on a screen at your registration desk.

What the dashboard shows

• Total attendees checked in vs total registered
• Check-ins by ticket type
• Recent check-ins (scrolling list of names)
• Check-in rate over time (graph)
• Current check-in speed (people per minute)

Accessing the dashboard

1. Go to your event page
2. Click on the "Check-In" tab
3. Click "Open Live Dashboard"
4. Put this screen on display at your registration desk

Dashboard benefits

The live dashboard helps you:

• See how many people have arrived at a glance
• Identify busy times and add more check-in staff
• Celebrate each check-in with attendees
• Spot problems quickly (like slow check-in speeds)

Web-based check-in

EventNerds provides a web-based check-in tool that works on any device with a camera. No special app required.

Setting up web check-in

1. Open the Check-In tab on your event
2. Click "Start Check-In"
3. Allow camera access when prompted
4. Point the camera at attendee QR codes
5. EventNerds automatically checks them in

What happens when you scan

When you scan a QR code:

• EventNerds looks up the attendee instantly
• Shows their name, photo, and ticket type
• Marks them as checked in
• Plays a success sound
• Shows a green checkmark

Handling issues

If there is a problem, EventNerds will show:

• Already checked in: This person was already scanned
• Not found: This QR code is not for this event
• Invalid ticket: This ticket was canceled or refunded

Manual check-in

Sometimes you need to check in attendees manually, like when they forget their QR code or have technical issues.

How to manually check in someone

1. Go to the Check-In tab
2. Click "Manual Check-In"
3. Search for the person by name or email
4. Click their name in the results
5. Click "Check In"

When to use manual check-in

• Attendee forgot to bring their QR code
• Phone battery died
• QR code is not scanning properly
• You need to check in someone who registered at the door
• Camera is not working

Search tips

You can search by:

• First name or last name
• Email address
• Order number
• Part of any of these (for example, just "smith" finds "John Smith")

Check-in statistics

EventNerds tracks detailed statistics about your check-in process.

Statistics you can see

• Check-in rate: Percentage of registered attendees who showed up
• Check-ins over time: Graph showing when people arrived
• Busiest check-in times: When you had the most arrivals
• Average check-in time: How long each check-in takes
• Check-ins by ticket type: Which tickets had the best show-up rate
• No-show list: Who registered but did not come

Using statistics to improve

Check-in data helps you:

• Plan staffing for future events (you know the busy times)
• Understand actual attendance vs registrations
• Identify which ticket types have high no-show rates
• Improve your check-in process
• Provide accurate attendance numbers to speakers and sponsors

Badge designer

EventNerds includes a badge designer so you can print name badges for your attendees.

Creating badge templates

1. Go to the Check-In tab
2. Click "Badge Designer"
3. Choose a badge size (standard is 4" x 3")
4. Add fields you want to show (name, company, ticket type, etc.)
5. Customize fonts, colors, and layout
6. Add your event logo
7. Save the template

Printing badges

You can print badges in two ways:

• Print all badges at once: Generate a PDF with badges for everyone registered
• Print on demand: Print a badge immediately when someone checks in

Badge printing tips

• Use clear, large fonts so badges are easy to read from a distance
• Include the most important information only (name and company)
• Use different colors for different ticket types or roles
• Test print a few badges before your event
• Bring extra badge holders and lanyards

Emergency backup lists

Always have a backup plan in case technology fails during check-in.

Creating backup lists

Before your event, create paper backup lists:

1. Go to the Attendees tab
2. Export your attendee list
3. Print the list
4. Bring multiple copies to your event

What to include in backup lists

• Attendee names in alphabetical order
• Ticket type
• Order number
• A checkbox to mark check-ins manually
• Space for notes

When to use backup lists

Use your backup lists if:

• Internet connection fails
• Devices stop working
• EventNerds has an outage (very rare)
• Power goes out at your venue

Multiple check-in stations

For large events, you can run multiple check-in stations at the same time.

Setting up multiple stations

1. Give each check-in volunteer their own device (tablet or laptop)
2. Have them log into EventNerds with their team account
3. Open the Check-In tool on each device
4. Start checking in attendees

How multiple stations work

EventNerds automatically:

• Syncs check-ins across all devices instantly
• Prevents double check-ins
• Shows all check-ins on the live dashboard
• Tracks which team member checked in each person

Organizing stations

For very large events, consider:

• Alphabetical stations (A-M, N-Z)
• Ticket type stations (VIP, General Admission)
• Express lane for pre-printed badges
• Help desk for issues and late registrations

Session check-in

For sessions with limited capacity, you can track check-ins for individual sessions.

When to use session check-in

• Workshops with limited seats
• Hands-on activities with materials for a specific number
• Special events like dinners or tours
• Continuing education sessions where attendance matters

How session check-in works

Session check-in is separate from main event check-in:

1. Attendee checks in at main entrance (event check-in)
2. Later, they go to a specific session
3. Volunteer checks them in for that session
4. EventNerds tracks attendance for both the event and the session

Legal disclaimers

EventNerds helps you collect legal agreements and disclaimers during check-in.

Common disclaimers

• Photo and video consent
• Liability waivers
• Health and safety acknowledgments
• Code of conduct agreements

How disclaimers work at check-in

When you enable disclaimers:

1. Volunteer scans attendee QR code
2. Disclaimer appears on screen
3. Attendee reads and agrees
4. EventNerds records their agreement with timestamp
5. Check-in completes

Best practices for check-in

Here are some tips for smooth check-in on event day:

• Test your check-in system before the event
• Have enough check-in stations for your expected attendance
• Train volunteers on how to use the check-in tool
• Print backup attendee lists
• Charge all devices fully and bring chargers
• Test internet connection at the venue
• Have a help desk for issues and late registrations
• Display the live dashboard where attendees can see it
• Remind attendees to have QR codes ready
• Be prepared for technology failures with paper backups
• Check in VIPs and speakers first if they arrive early
• Keep check-in area organized and well-staffed