Run Check-In

Work Through The Task

Use this guide when event setup, attendee operations, staff work, payment-adjacent tasks, public pages, or closeout records need a controlled path. In this guide, Run Check-In narrows that work to safe day-of-event check-in workflow, including scanner state, privacy, and offline readiness. Because this is a basics page, read it as part of the Event Management learning path rather than as an isolated checklist.

Event records become real-world instructions: what attendees see, what staff do, what money or inventory must reconcile, and what future organizers inherit. Read the page for the decision it helps a person make, then use the steps and checks as a steady path from context to action to proof.

What This Task Changes

This is a practical workflow. Read it from top to bottom the first time: the early checks set scope, the middle steps make the change, and the final checks prove the result. The intended readers are Check-in staff and Event leads. If the guide names a dashboard route, service area, export, or record type, treat that name as a pointer to real operational responsibility.

• Primary surface or service: /rego/events/manage/check-in?id=:eventId and /rego/events/manage/offline-snapshot?id=:eventId.
• Records or contracts involved: Registrations, Check-in entries, and Offline snapshots.
• Main care point: Watch for changing one part of the event without checking attendees, staff, finance, communications, public information, and closeout records.
• Proof worth keeping: event ID, dashboard state, public page, attendee record, payment or refund state, check-in count, roster note, export, and reviewer signoff.

Follow The Work In Order

1. Confirm the exact scope before opening the tool: Begin by naming the Event Management situation, the owner, and the exact item involved in Run Check-In.
2. Read the visible state before editing anything: Use /rego/events/manage/check-in?id=:eventId and /rego/events/manage/offline-snapshot?id=:eventId to connect the words on the page to the screen, file, service route, or record that people actually use.
3. Make only the change this guide describes: Keep Registrations, Check-in entries, and Offline snapshots in view so the work stays tied to the records or contracts it can affect.
4. Verify the result where another operator would look: Before handing off, save proof such as event ID, dashboard state, public page, attendee record, payment or refund state, check-in count, roster note, export, and reviewer signoff so the next operator can see what changed and why it was safe to continue.

Finish With Proof

You are ready to use the rest of this page when the purpose, owner, affected information, and proof are all clear enough for a second person to review.

1. Scope is named: The work is tied to the correct page, event, report, route, file, person, or record.
2. Impact is understood: The operator can explain the effect on attendees, staff, money, public pages, communications, and post-event records.
3. Proof is findable: The handoff points to evidence that the next operator can see what changed and why it was safe to continue.

End-to-end operator runbook

Use this numbered runbook when you need to operate this area without getting stuck. Read the purpose of each step, do the action in order, and use the final sentence as the checkpoint before continuing.

1. Step 1 - Anchor the work to one event. Open the event check-in workspace and confirm the event name, date, and event ID are correct. This anchors the work to the correct scope before any record changes.
2. Step 2 - Read the operational context first. Confirm staff roles, scanner devices, network access, and offline snapshot readiness before doors open. Pause here and confirm the attendee, staff, money, and public-page impact still matches the event plan.
3. Step 3 - Change only the intended event setting or record. Search or scan each attendee, verify identity and registration state, then complete check-in only for the right person. This keeps the event state understandable before another setting changes.
4. Step 4 - Check attendee, money, staff, and public impact. Pause for warnings such as unpaid, refunded, transferred, duplicate, cancelled, banned, or already checked in. The next operator should be able to see why this step was taken.
5. Step 5 - Verify the dashboard and public result. Escalate mismatches to the event lead instead of forcing check-in silently. Check the related event records before continuing.
6. Step 6 - Leave a clear event handoff. During and after doors, monitor checked-in counts and confirm the final attendance record is saved. This leaves a handoff trail another operator can understand.

Before doors open

Check:

• Staff can access the check-in page.
• Scanner or search workflow works.
• Attendee lists are current.
• Payment and approval states are understood.
• Offline snapshot is prepared if internet may fail.
• Staff know escalation rules for mismatches.

Normal check-in flow

1. Action 1. Search or scan the attendee. Confirm the visible event state before continuing.
2. Action 2. Confirm identity using approved event policy. Check the attendee or staff impact before moving on.
3. Action 3. Check registration status and payment state. Keep the event ID and public result in view.
4. Action 4. Resolve warnings before allowing entry. Confirm the visible event state before continuing.
5. Action 5. Mark checked in. Check the attendee or staff impact before moving on.
6. Action 6. Record notes only when needed. Keep the event ID and public result in view.

If something is wrong

Pause and escalate when:

• Name or account does not match.
• Payment is missing or unclear.
• Registration is cancelled, refunded, transferred, or waitlisted.
• A watchlist or safety note appears.
• The QR code belongs to another person.