Check people in at the door

Check-in is on for every new event: each registration carries a QR code and a confirmation code the door can scan or type. The switch is Enable check-in, under At the event in the Event Details section of the event's edit form. Turn it off only for events that need counts and email and nothing at the door, like an open-house walkabout; with it off, the check-in link and the codes disappear.

On the event's Overview tab, Volunteer Check-in Link has the address with a Copy button, and Quick actions has Open Check-in Page. Send the link to whoever is working the table: it opens the check-in page with no account and no sign-in, because the link itself is the key. On the day of the event the link moves to the top of Overview so it's the first thing you see.

Print Check-in List in Quick actions asks what goes on the sheet before it opens the printable page. Name and headcount always print; tick Confirmation code, Phone, Email, Address, Ticket breakdown, or Question responses as the door needs them. Address starts unticked, since a sheet on a folding table is easy for anyone to read. On an event with several sessions, Sessions to print narrows it to one, so the door gets tonight's roster instead of every date.

The check-in page lists every registration with its ticket count and a Check in button, and Checked in at the top counts people (tickets) arrived out of everyone expected. Scan QR Code opens the camera and reads the code on someone's confirmation email or phone; Scan Another keeps the line moving. No QR? Search name, address, email finds them, and Manual Check-in takes a confirmation code typed in. Checking someone in opens their details: tickets, answers to your questions, what to hand them, and a place to add a quick note.

Open the check-in page once while you have signal so it can load the list. After that, Status at the top says whether the page is online, and if the signal goes, check-ins carry on: the page says so, saves each one on the device, and syncs them when the connection comes back. Notes, tags, and handouts given while offline sync the same way.

Show Registration QR on the check-in page hands out a walk-in pass: a QR code the walk-in scans with their own phone camera to register on the spot, answering your questions like anyone else. Type Who is this for? if you want to recognize the pass later, then Next walk-in for the next person, or Cancel this pass if they change their mind. Each pass works once, on the phone that scans it, and finishing the registration checks the walk-in in, since they're standing at your table. While tickets remain, a walk-in is registered like any other sign-up; once the event is sold out or registration has closed, passes keep working up to the walk-in limit. Passes load ahead of time while the device has signal, so the table can hand them out with none.

Walk-in passes sits under At the event on the edit form, right below Enable check-in, and decides how many tickets passes may add past capacity or after registration closes. Automatic: 25% of capacity follows the event's capacity as you change it. A set number of walk-in tickets is for a hard limit like a room's fire code. Off means passes only register people while regular tickets remain.

Walk-in Passes in Quick actions lists every pass the door handed out: who it was for, when, by whom, and whether it became a registration (Registered, with a link to it), is still unused (Not registered yet), or was cancelled. Cancel pass stops an unused one from working. The top of the page shows how much of the walk-in limit has been used, with Change walk-in limit beside it.