Configure check-in (Self vs. Scan)
Choose the check-in method, set timing windows, and add an optional arrival-time form for an event.
In this article, you'll configure how attendees check in, decide whether staff need the Scanner App, and set the timing rules that define when check-in opens and closes around each slot.
Prerequisites
- The Activity already has dates or slots configured. If not, see Configure slots — weekly vs. specific dates.
- If you plan to use
SCAN, make sure the staff workflow is ready. If needed, see Set up the Scanner App.
Configuration
Open Check-in inside Slots
Open the Activity, go to Slots, then work in the Check-in section.
This area controls both the attendee experience and the staff process on the day.
Choose SELF or SCAN
Use SELF when attendees should scan the event QR code themselves at the venue.
Use SCAN when staff should scan attendee ticket QR codes with the Scanner App.
Set the Early Check-in Window (minutes)
Use this field to decide how long before the slot start attendees may begin checking in.
For example, a workshop might open check-in 15 minutes early, while a large drop-in activation might open earlier to avoid queues at the entrance.
Choose the check-in end rule
Use Check-in End Date Calculation Method to decide when check-in stops:
Slot end datecloses check-in when the slot endspersonalizedlets you define aLate Check-in Window (minutes)after the slot start
The custom option is useful when a kids activity or VIP session should still accept a late arrival for a short grace period.
Add a Check-in Form if you need arrival-time questions
Turn on Check-in Form when staff or attendees should answer extra questions at the moment of arrival.
This form is different from the Booking Form and different from the Participation Form. It belongs specifically to the check-in moment.
Save and rehearse the day-of flow
Save the Activity, then test the same path your team will use in production.
For SELF, test the attendee QR flow. For SCAN, test the staff scanning flow in the Scanner App before doors open.
When to use each method
| Method | Best for | What to plan |
|---|---|---|
SELF | Drop-in activations, low-friction events, or setups without dedicated hosts | Clear signage, visible QR access, and a wide enough early window if queues are expected |
SCAN | Workshops, kids activities, VIP sessions, or any event where staff should verify arrival | Staff devices, Scanner App access, and an operational rehearsal before the event opens |
Timing examples
| Event type | Example setup |
|---|---|
| Workshop | 15 minutes early, Slot end date, no late grace period |
| Kids activity | 10 minutes early, personalized, 15 minutes late grace period |
| VIP session | 30 minutes early, SCAN, optional Check-in Form for on-site preferences |
Validation
If check-in settings are incomplete, validation will surface it before publishing. The most useful messages are:
| Validation key | Message | What to do |
|---|---|---|
activity.checkin.early_window_negative | Activity '{{activity_name}}' has a negative early check-in window of {{early_minutes}} minutes | Set the early window to 0 or a positive number. |
activity.checkin.late_window_negative | Activity '{{activity_name}}' has a negative late check-in window of {{late_minutes}} minutes | Set the late window to 0 or a positive number. |
activity.checkin.form_template_required | Activity '{{activity_name}}' requires a check-in form but no template is selected | Choose a form template whenever Check-in Form is enabled. |
activity.checkin.early_window_large | Activity '{{activity_name}}' has a very large early check-in window of {{early_minutes}} minutes | Review whether the early window is intentionally generous. |
activity.checkin.late_window_missing | Activity "{{activity_name}}" uses custom check-in end method but no late window is configured | Add the late window when using the custom end-date method. |
See Validation & publishing for the full publish workflow.
Related
Set up the Scanner App
Prepare staff access, security, and devices for Scan-based check-in.
Use the Scanner App on the day
Run the staff scanning workflow during a live event.
Configure tickets (Booking + Check-in events)
Compare the Check-in Form with booking-time ticket settings.
Set the participation form for an event
Keep the Participation Form separate from booking-time and arrival-time forms.