A smooth check-in experience starts with the right setup. RSVPify's Check-In tool lets you locate guests by name or QR code, handle last-minute walk-ins, and monitor live attendance - all from one dashboard, with no app required.
System requirements
RSVPify Check-In runs in a supported web browser and requires a reliable internet connection. Because guest information is retrieved in real time, a slow or unstable connection can delay the check-in process. If you're printing badges on demand, badge printing won't begin until the guest has been successfully checked in.
Before your event:
Test your internet connection at the check-in location - not just in the lobby, but at the actual check-in desk.
Use a strong, reliable network whenever possible.
Have a backup internet connection available, such as a mobile hotspot.
Before event day
Before guests arrive, take a few minutes to prepare your check-in experience:
Confirm your Guest list is up to date.
Verify all staff members have access to the event.
Test the Check-In experience on every device you'll use.
Test scanning a guest QR code (if using QR check-in).
Test badge printing (if applicable).
Charge all check-in devices before guests arrive.
Assign separate roles where possible - for example, one staff member to greet guests while another manages check-in.
Access check-in
Open your event.
Select Check-In.
The Check-In dashboard provides everything you need to manage guest arrivals from a single screen.
Check-In dashboard overview
Manage guests
The Manage Guests area displays all guests available to be managed within the Check-In portal. From here, you can:
Search for a guest.
Check a guest in or out.
Open a guest record.
Review additional guests connected to a registration.
View each guest's current check-in status.
⚠️ Note: The Check-In portal and the event's main Guest list are separate areas of RSVPify. Use the Check-In portal to manage arrivals on event day. Use the Guest list to manage and review broader guest and registration data.
Search
Use the search bar to quickly locate a guest by name, email address, or confirmation code. Matching guest records appear automatically as you type.
Filters
Select Filters to narrow the guest list by check-in status. For example, you can display only:
Checked in guests
Not checked in guests
Checked out guests
Guests matching other available criteria
Filters help you quickly locate specific guests during busy check-in periods.
Live check-in statistics
The statistics at the top of the screen provide a real-time snapshot of guest arrivals.
You'll see:
All Guests - Total guests in your Guest list.
Checked In - Guests who have already arrived.
Not Checked In - Guests who have not yet arrived.
Checked Out - Guests who have been checked out (if used).
These statistics update automatically as guests are checked in. Select any statistic to instantly filter the guest list — for example, selecting Not Checked In displays only guests who have not yet arrived.
Activity feed
The Activity Feed updates automatically as guests are checked in. Each entry shows the guest name, check-in status, time of check-in, and the staff member who completed it.
The Activity Feed is especially helpful when multiple staff members are checking guests in simultaneously, allowing you to monitor all check-in stations in real time without searching individual guest records.
View guest details
Select any guest to open their record, where you can review guest information, manage additional guests, view activity history, undo a check-in, or check a guest out.
Information
The Information tab displays key guest details, including check-in status, contact information, organization, tags, and responses collected during registration. Use this tab when confirming guest information during check-in.
Additional guests
If the guest registered as part of a group, the Additional Guests tab displays everyone included in that registration, allowing you to quickly verify group members as they arrive.
Activity log
The Activity Log displays a history of actions for the selected guest, including check-in, check-out, time completed, and the staff member who performed each action. Use the Activity Log to verify a guest's event-day activity or investigate questions about their check-in history.
Undo check-in
If a guest is checked in by mistake, select Undo check in to return the guest to a Not Checked In status. The guest can then be checked in again later if needed.
Check out
If your event uses guest check-out, select Check out when a guest leaves your event.
Check in a guest
There are three ways to check in a guest.
Search for a guest
Search by name, email address, or confirmation number. Select the guest, then click Check In. This is the most common option when guests don't have their QR code available.
Scan a guest's QR code
Select the QR Code Scanner to activate your device's camera, then ask the guest to present the QR code from their confirmation email. RSVPify automatically locates the guest record and completes the check-in.
💡 Planner tip: Encourage guests to have their QR code ready before reaching the registration desk to help keep lines moving.
Register a walk-in guest
If someone arrives without registering, you can create a new guest record during check-in. Enter the guest's information, save the record, and complete the check-in without leaving the Check-In dashboard.
Walk-in registration is useful for unregistered guests, last-minute registrations, and additional guests not included in the original booking.
Can't find a guest?
If you can't locate a guest:
Confirm the spelling of their name.
Search by email address.
Search by confirmation code.
Verify they're registered for the correct event.
If needed, register them as a walk-in.
Monitor guest arrivals
During your event, the Check-In dashboard updates automatically, allowing you to monitor guest arrivals, recent check-in activity, and overall event progress in real time.
After your event
After check-in is complete, RSVPify records each guest's attendance in the Guest list. You can use this information to:
Review guest attendance.
Export your Guest list.
Compare registrations to actual attendance.
Review check-in results.
Next steps
After mastering check-in, you may also want to learn about:
Need more help? Get support from our Community Forum.
Find answers and get help from the RSVPify Support team and our community.