Run Event-Day Check-In

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1. CORE FEATURES

2. Events

Run Event-Day Check-In

Use event-day check-in when staff or volunteers need to admit guests quickly without opening the full event setup or finance views.

The check-in surface is designed for QR scanning, manual lookup, group arrivals, walk-ins, and offline backup. It shows volunteer-safe guest details such as name, email, ticket type, table, status, and check-in action.

Event-day check-in shows QR scan, camera scan, manual lookup, last action, attendance counts, and the volunteer-safe guest list.

Prepare before the event

Before guests arrive:

1. Confirm event-day check-in is enabled for the event.

2. Confirm tickets and sponsor guest slots have active QR codes.

3. Review table assignments and attendee details.

4. Export the offline attendee list.

5. Confirm volunteers have the right Events check-in access.

Note: Check-in-only users can run check-in without seeing event finance details. If a volunteer cannot open check-in, ask an administrator to confirm their event check-in permission.

Check in with a QR code

Use QR check-in when guests present their ticket on a phone or printed confirmation.

1. Open the event.

2. Select Check in.

3. Scan or paste the QR ticket code.

4. Select Check in.

5. Review the last action result before moving to the next guest.

If the browser supports camera QR detection, use Use camera and point the camera at the QR code. If camera access is unavailable or QR detection is not supported, use a hardware scanner, paste the QR code, or search manually.

Search for a guest manually

Use manual lookup when a guest does not have their QR code ready.

1. Search by name, email, order, or table.

2. Review the matching guest row.

3. Select the check-in action for the guest.

Use the guest filters when you need to review all guests, checked-in guests, not-checked-in guests, walk-ins, or issue rows.

Check in a group

Use group check-in when a purchaser, sponsor, or table arrives together.

1. Search for one guest in the order or group.

2. Review the group context on the row.

3. Select the group check-in action.

4. Confirm the last action result.

Group check-in checks in the attendees connected to the same event order.

Add a walk-in

Use walk-in registration when someone arrives without an existing attendee record.

1. Select Walk-in.

2. Enter the guest name and email.

3. Choose the ticket type.

4. Save the walk-in.

The walk-in is added to the event and checked in from the event-day surface.

The walk-in drawer adds a guest to the event and checks them in from the event-day workflow.

Work offline if needed

Use the offline workflow before entering a room or venue where connection may be unreliable.

1. Select Export offline list before the event.

2. Use the CSV to track check-ins outside HYS if needed.

3. Mark rows as checked in by setting Status to checked_in or filling Checked In At.

4. Return to check-in and select Import check-ins.

5. Upload the CSV.

6. Review the import summary for checked-in, duplicate, and not-found rows.

Offline import matches rows by attendee ID, ticket code, or email.

Resolve check-in issues

If check-in does not work:

• Confirm check-in is enabled for the event.

• Confirm the QR code belongs to the same event.

• Search manually by guest email or order number.

• Review whether the attendee is cancelled, transferred, already checked in, or tied to a payment status blocked by the event policy.

• Use the event detail page if a manager needs to review order or finance information.