By the time your event day arrives, your registration form is closed, your guest list is finalized, and the real work shifts to your team standing at the door.
This is where a little prep goes a long way - the difference between a smooth check-in line and a chaotic one usually comes down to what your team knew before guests started arriving.
Here's what to sort out ahead of time.
Confirm staff access
Every person checking guests in needs their own access to your event - don't have one person logged in on a shared device while everyone else stands around waiting.
Add each team member individually so you can see exactly who checked in which guest later, and revoke access easily after the event if needed.
💡 Tip: Add your event-day team a few days before the event, not the morning of - that way everyone has time to log in and get familiar with the dashboard before it matters.
Assign responsibilities
Decide who's doing what before doors open:
Splitting these roles ahead of time keeps any single station from becoming a bottleneck, especially in the first 30 minutes when most guests tend to arrive at once.
Prepare devices
Each check-in station needs its own device - laptop, tablet, or phone - with a reliable internet connection. Test the check-in experience on every device you plan to use, not just one, since screen size and camera quality can affect how easily staff scan QR codes.
💡 Tip: Charge every device fully before the event, and have a backup internet connection on hand, like a mobile hotspot, in case the venue's Wi-Fi is unreliable.
Walk your team through event-day procedures
Before doors open, make sure your team knows:
How to search for a guest by name, email, or confirmation code
How to scan a QR code from a guest's confirmation email
How to register a walk-in guest who arrives without an RSVP
What to do if a guest can't be found — check spelling, try email or confirmation code, or register them as a walk-in
How to undo a check-in if someone is checked in by mistake
A five-minute walkthrough the morning of the event is often all it takes to avoid confused staff and long lines later.
Test before your event
Run a few practice check-ins with your team before guests arrive - search for a test guest, scan a QR code, and register a walk-in.
Confirming everything works end-to-end, with the actual people running it, catches problems while there's still time to fix them.
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