Configure check-in (Self vs. Scan)
Choose the check-in method, set timing windows, and add an optional arrival-time form for an event.
Set up how attendees check in on the day, decide whether your staff need the Scanner App, and control when check-in opens and closes around each slot.
Before you begin
- The Activity already has dates or slots configured. If not, see Configure slots — weekly vs. specific dates.
- If you plan to have staff scan tickets, make sure their workflow is ready. See Set up the Scanner App.
Steps
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
Pick how attendees are checked in:
- Self — attendees scan the event QR code themselves at the venue. Use this for low-friction, walk-in setups.
- Scan — staff scan attendee ticket QR codes with the Scanner App. Use this when you need staff to verify arrival.
Set the early check-in window
Use Early Check-in Window (minutes) to decide how long before the slot start attendees may begin checking in.
A workshop might open check-in 15 minutes early. A large drop-in activation might open earlier to ease queues at the entrance.
Choose when check-in closes
Use Check-in End Date Calculation Method to decide when check-in stops:
- Slot end date closes check-in when the slot ends. Use this when arrival should match the session window.
- Personalized lets you set a Late Check-in Window (minutes) after the slot start. Use this when a kids activity or VIP session should still accept a short grace period for latecomers.
Add a check-in form for arrival-time questions
Turn on Check-in Form when staff or attendees should answer extra questions at the moment of arrival.
This form is separate from the Booking Form and 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 live.
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
If you have no hosts at the door, pick Self. If staff need to confirm who arrives, pick Scan.
| 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, closes at slot end, no late grace period |
| Kids activity | 10 minutes early, personalized end, 15 minutes late grace period |
| VIP session | 30 minutes early, Scan, optional check-in form for on-site preferences |
If publishing is blocked
A few common reasons and how to fix them:
- The early check-in window is negative — set it to zero or a positive number.
- The late check-in window is negative — set it to zero or a positive number.
- The check-in form is on but no template is chosen — choose a form template whenever Check-in Form is turned on.
- The end rule is personalized but the late window is empty — add a late window when you use the personalized end rule.
A very large early window may also raise a notice. Confirm the value is intentional before continuing.
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.