Search and check in guests at an event

Note: To check in guests, you need the Check in guests permission. To view guests, you need the View guests permission. Users can always see guests they've added themselves, even without view guests permission. Learn more about Permissions.

Searching and checking in guests works in offline mode. Offline check-ins save and synchronize when connectivity returns.

Steps to search and check in by name

1. Go to Events (main menu) > your event > Guests
2. Use the search field with initial/prefix search:
   • For "John Smith" type "j s" instead of the full name
   • Refine with more letters: "j sm"
   • Order doesn't matter: "s j" also works
3. Select the guest from the results
4. Select the Check in button

The counter on the button shows checked in / total tickets. Press once per person for partial check-ins of groups.

Free and paid tickets

If a guest has both free and non-free tickets, two buttons appear so you can track each type separately.

Enable custom field search

By default, search uses guest names only:

1. Select More (next to search field)
2. Choose which custom fields to include in search
3. Selected fields appear in results and become searchable

Additional filtering options

Select More to access:

• Checked in - filter by check-in status
• Guest lists - filter by specific lists
• Added by - filter by who added guests
• Sort by - change sort order (first name, last name, custom field)

Edit check-ins and undo

To undo a check-in or adjust the count:

1. Select the guest
2. Choose Edit check-ins
3. Enter the correct number of checked in tickets

Scan QR codes and tickets

1. Go to Events (main menu) > your event > Guests
2. Select Scan (next to search field)
3. Scan the QR code with your device camera

QR code types

One QR code per ticket: Automatically checks in the ticket (configurable in More > Scanning)

One QR code per guest & guest list: Selects the guest so you can press check in for each person

Already-scanned tickets show when they were scanned. Invalid tickets for other events display a message.

Note: For information on enabling QR codes, see Ticketing & QR codes

Using dedicated scanners

Built-in camera scanning works for most events. For high-volume events requiring speed, consider Zebra devices with built-in imagers. Contact support before purchasing hardware to confirm compatibility.

Note: Check-ins are tracked in logs and stats. Stats show promoter performance data like which users added guests that attended. Logs display which user checked in guests and when.

Best practices

• For speed: Use initial search (type "j s" for "John Smith") - often faster than QR scanning without needing to distribute codes
• For security: QR codes prevent guests from using fake names or IDs
• For VIP experience: Name search provides a personal touch when welcoming high-profile guests and works well when checking IDs