Check In Participants: Streamline Event Day Management

overview the check in feature transforms chaotic event day registration into a smooth, professional experience participants receive unique qr codes for instant check in, while hosts get real time attendance tracking through both mobile and web dashboards the problem we solved event day check ins used to be stressful for hosts—long lines, manual name searches, confused participants, and no way to track real time attendance this created bottlenecks that delayed events and frustrated everyone involved our solution automated qr code check ins with instant dashboard updates, plus backup manual options to ensure no participant gets left behind how it works for event hosts mobile app check in process open sweatpals mobile app and navigate to the events tab select your event from the list of active events tap "scan qr code" to activate the built in scanner point camera at participant's qr code for instant check in alternative tap "manual entry" and search by email address confirm check in participant will receive immediate confirmation web dashboard check in process log into sweatpals dashboard at dashboard sweatpals com navigate to events tab and select your active event view participant list with real time check in status click participant name to view their details click "check in" button next to their name confirm the check in status updates immediately for event participants participants receive their unique qr codes automatically through email confirmation immediately after registration mobile app under the "my purchases" tab sms reminder 2 hours before event start (if enabled) important qr codes work offline and remain valid even if participants screenshot them dashboard analytics & tracking your check in data appears instantly in the analytics section metric description use case total registered complete registration count capacity planning checked in real time attendance count live event monitoring check in rate percentage of registrants who attended success measurement peak check in time busiest 15 minute window future event timing no show list registered but didn't attend follow up outreach best practices 💡 pro tip start checking in participants 30 minutes before your event begins to avoid bottlenecks test your qr scanner 24 hours before the event to ensure camera permissions are enabled have backup device ready keep the web dashboard open on a tablet or laptop assign check in helpers for events over 50 participants to manage multiple entry points print participant list as final backup search by name if all technology fails set check in deadline 15 minutes after event start to capture accurate attendance send qr code reminders via your event messaging feature 2 hours before start time create separate check in stations for vip or early bird ticket holders to reduce wait times troubleshooting problem likely cause quick fix qr scanner won't open camera permissions disabled go to phone settings > sweatpals > enable camera qr code won't scan poor lighting or damaged code use manual entry with participant's email participant not found wrong event selected verify correct event in events tab check in button grayed out participant already checked in view "checked in" list to confirm dashboard not updating poor internet connection refresh page or switch to mobile data frequently asked questions q can participants use a screenshot of their qr code? a yes! qr codes work from screenshots, printed copies, or directly from their email q what happens if someone loses their qr code? a use the manual entry option and search by their email address used during registration participants will receive an email confirmation with the qr code the mobile app will also save the code in the "purchases" tab q can i check someone in after the event ends? a yes, but we recommend checking in within 24 hours for accurate analytics q do i need internet connection to scan qr codes? a qr scanning works offline, but dashboard updates require internet connection q can multiple hosts check in participants simultaneously? a yes! multiple devices can access check in features at the same time q how do i handle duplicate registrations? a each registration gets a unique qr code check the participant list for multiple entries under the same name check in success metrics track these key performance indicators to optimize your events metric good performance excellent performance check in completion rate 75 85% 85%+ average check in time under 30 seconds under 15 seconds manual entry usage less than 20% less than 10% technical issues reported less than 5% less than 2% need more help? having trouble with check ins? our support team responds within 2 hours email support\@sweatpals com