How to Use Event Check-In

Highlighting names on an Excel or Google Spreadsheet is now officially a thing of the past. Event Check-In has arrived at CampusESP! This tool enables you the opportunity to create events with an event check-in feature to ensure events like Family Orientation, Family Weekend and more are as smooth as possible. This guide will walk you through how to set up an event with check-in, show the quick and easy way to check in attendees for your event, and provide tips and tricks to leveraging this awesome feature! 

How to Create an Event with Check-In

First, go to your events by selecting content, then events: 

Next, select “New Event with Registration” at the top right hand corner of the screen.

Begin creating your event! At the bottom of the first page, click the button that says “if checked, this event will support check-in on the day(s) of the event. 

On the next page, you will now be able to ensure that a reminder email is sent which will include an individual QR code for event registrants to present to you during event check-in on-site. 

Make sure to configure the text AND the cadence of your reminders by typing in the box and then clicking “Add Reminder” to configure those settings.

Next, begin adding questions to your event registration. As a part of the questions you are adding, you will now be able to indicate if you would like the answer to each question to show up on the users check-in details to verify items on-site. 

How to Check-In Participants 

Note: in order to check-in participants, users will need to have platform admin access. Content administrators will not be able to access these screens. You can always create an account using a general office email address that you can use to sign into multiple devices.

First, go to your event by clicking on content and then events

Then select the Registration Events tab.

Next, you will select “Check-in Mode for the event that you’d like to access.

From this screen, you will be able to find the registrant in 2 different ways: 1) scan the QR code that the parent received in their confirmation email (and reminder email, if configured). Note: this is optimized for tablets or smartphone devices (red); or 2) search for the registrant by first name, last name, or email address (blue). 

If an attendee has not registered, you are able to conduct Onsite registration by selecting the Onsite registration button. If selected, a QR code will populate on the screen which will enable the guest to be able to register on their smartphone. 

After searching for the registrant you are checking in, you will select their name 

Then you will be able to see answers to any questions that you have selected to be on the check-in screen, such as tee shirt sizes, parking passes, or required accommodations.

From this screen, you will be able to check in the number of attendees and check them in to your event. You can select more or less than the number of tickets purchased, which gives you the ability to track how many actual attendees showed up.

Once checked-in the attendee will show up under the “recently checked-in” portion of the screen.

If at any point, you need to modify the registrant's check-in, you can find their name again, select the check-in, and then press modify event or undo check-in. This will ensure the accuracy of who attended your event and the total number of attendees present at the event. 

You are then ready to check in the next attendee. The bar at the top will allow you to automatically see the number of registrants (people who registered for the event), the number of registrants who have checked-in, how many registrants are remaining, and finally the number of attendees (total number of people) who are in attendance for the event. 

After your event concludes, you can export your registrants as a CSV file by going to events, registration events, and then select the export registrants button. 

Tips and Tricks to ensure your event and check-in go smoothly!

1. If running multiple check-in tables, ensure you are either: a) logged in as a platform admin on all devices being used for the event or; b) all staff are enabled temporarily as platform administrators in the portal prior to the event. 

2. When creating your event with registration form be intentional with which questions you want to show on the check-in screen. This is truly to give you a quick glance at items you want to confirm before fully checking in attendees. 

3. T-shirt Tip: If you are giving away t-shirts at your event and using your event registration to determine how many shirts and sizes to order, ensure this is either a required question or ticket in your event with registration and that you select that the answer will show on the check-in screen. This will allow you to confirm shirt sizes with attendees and ensure you are not giving wrong sizes to anyone. 

4. Leverage the registrant bar for reporting! This tool enables you to quickly report out how many registrants you had and total attendees you had for your event. No more adding up cells and highlighting needed! 

If you would like to enable check-in for your events, please contact your Customer Success Manager and they will assist you with setting up this feature.