Run Check-In

Overview

Run Check-In covers the event-day workflow for finding attendees, validating registrations, marking check-in state, issuing access items, and handling exceptions. The check-in desk should use the dashboard as the source of truth, but staff also need a prepared offline snapshot in case the venue network fails.

Inputs, options, and controls at the desk

Input or option	What it does	Event-day notes
Split check-in and inclusion claim	Separates entry check-in from item fulfillment.	Use when one desk handles admission and another handles merch, badges, or package pickup.
Search field	Finds attendee name, dealer table, email, or rego reference.	Try multiple identifiers before escalating a missing record.
QR or barcode scanner	Looks up registrations from attendee codes.	Test camera permission, lighting, and device position before doors open.
NFC support	Allows NFC-assisted lookup on supported devices.	Treat as optional because browser/device support can vary.
Registration status	Shows whether the attendee is pending, submitted, confirmed, failed, refunded, onsite, or another configured state.	Do not check in invalid, cancelled, unpaid, or wrong-event records without event lead approval.
Check-in action	Saves the attendee as checked in.	Wait for visible saved state before moving to the next attendee.
Inclusion or checklist controls	Tracks issued items or required handoff steps.	Use only according to the event’s fulfillment process.
Offline snapshot export	Downloads event data for LAN fallback.	Export before doors open and confirm it is for the same event.
Offline snapshot import	Reconciles LAN-side changes back into the online dashboard.	Import only after verifying file source, event ID, and timing.

Flowchart

Use these surface references while reading the check-in flowcharts:

Flowchart action	Surface reference
Open check-in and find attendees	Check-In
Prepare backup access	Offline Snapshot and Offline Snapshot History
Verify attendee registration	Regos
Issue attendee items	Inclusion Claim and Inventory Tracking
Resolve payment or status exceptions	Regos, Refunds, and Transfers
Reconcile totals	Rego Analytics and Inventory Analytics

1. Prepare the check-in desk

flowchart TD
  step1["Prerequisite:<br/>Event setup is complete, registration data is ready, and the correct event ID is confirmed"] --> step2["<b>Open check-in</b><br/><i>Surface: Check-In</i><br/>1. Open the event check-in dashboard<br/>2. Confirm the event name and date are correct<br/>3. Confirm the desk is using the correct event ID<br/>4. Keep only the correct event open on check-in devices"]
  step2 --> step3["<b>Confirm staff access</b><br/>1. Confirm each check-in staff member can open the dashboard<br/>2. Confirm staff can search registrations<br/>3. Confirm staff can mark a registration as checked in<br/>4. Send anyone without access to the event lead before doors open"]
  step3 --> step4["<b>Prepare backup access</b><br/><i>Surfaces: Offline Snapshot, Offline Snapshot History</i><br/>1. Open or download the latest offline snapshot<br/>2. Confirm the snapshot belongs to the same event<br/>3. Confirm the snapshot includes registrations, payment status, tiers, and check-in state<br/>4. Keep the backup available in case internet or dashboard access fails"]
  step4 --> step5["<b>Test the check-in desk</b><br/>1. Test QR scanning<br/>2. Test manual search by registration name<br/>3. Test manual search by registration email<br/>4. Test group or order lookup if group rego is enabled<br/>5. Confirm badge, wristband, inclusion, and add-on supplies are ready"]
  step5 --> step6["Check-in desk is ready for the first attendee"]
  click step2 "../surfaces/check-in/" "Open Check-In surface docs"
  click step4 "../surfaces/offline-snapshot/" "Open Offline Snapshot surface docs"

2. Find and verify the attendee

flowchart TD
  step6["Attendee arrives at check-in"]
  step6 --> step7["<b>Find the attendee</b><br/>1. Ask for QR code first<br/>2. If no QR code, ask for registration name<br/>3. If needed, ask for registration email<br/>4. For group rego, ask for group lead, member name, or order details"]
  step7 --> step8{"Registration found?<br/><i>Surface: Check-In</i>"}
  step8 -- "Yes" --> step9["Open the matching registration<br/><i>Surface: Check-In</i>"]
  step8 -- "No" --> step10["<b>Search again carefully</b><br/>1. Check alternate spelling or display name<br/>2. Search registration email<br/>3. Search group name or group lead if applicable<br/>4. Search order or reference number if available"]
  step10 --> step11{"Still not found?"}
  step11 -- "Yes" --> step12["<b>Not found</b><br/>1. Do not create a duplicate check-in entry<br/>2. Send attendee to event lead or registration support<br/>3. Record the name, email, and issue if staff are tracking exceptions"]
  step11 -- "No" --> step9
  step9 --> step13{"Registration valid for entry?"}
  step13 -- "Yes" --> step14["<b>Verify attendee</b><br/><i>Surfaces: Check-In, Regos</i><br/>1. Confirm the registration name matches the attendee<br/>2. Confirm the registration is approved or accepted<br/>3. Confirm payment is complete if the event requires payment<br/>4. Confirm age, waiver, membership, or other event conditions if required"]
  step13 -- "No" --> step15["<b>Do not check in yet</b><br/>1. Check the reason: unpaid, pending approval, cancelled, blocked, duplicate, or wrong event<br/>2. Explain that staff need to verify the registration<br/>3. Send attendee to event lead or registration support"]
  step14 --> step16["Registration is valid for check-in"]
  click step9 "../surfaces/check-in/" "Open Check-In surface docs"
  click step14 "../surfaces/regos/" "Open Regos surface docs"

3. Check in and clear the attendee

flowchart TD
  step16["Registration is valid for check-in"] --> step17{"Already checked in?"}
  step17 -- "Yes" --> step18["<b>Already checked in</b><br/>1. Confirm whether this is a duplicate scan<br/>2. Confirm whether the attendee is re-entering<br/>3. Confirm whether someone else may have used the registration<br/>4. Escalate suspicious cases to the event lead"]
  step17 -- "No" --> step19["<b>Mark checked in</b><br/><i>Surface: Check-In</i><br/>1. Click the check-in action<br/>2. Confirm the saved check-in state is visible<br/>3. Confirm the timestamp or staff marker appears if shown<br/>4. Do not refresh or leave until the state is saved"]
  step18 --> step20{"Should staff allow entry or re-entry?"}
  step20 -- "Yes" --> step21["<b>Allow entry or re-entry</b><br/>1. Record a staff note if needed<br/>2. Confirm the attendee should receive or already has their badge and items<br/>3. Allow the attendee through"]
  step20 -- "No" --> step24["Send to exception resolution"]
  step19 --> step22["<b>Issue attendee items</b><br/><i>Surfaces: Inclusion Claim, Inventory Tracking</i><br/>1. Give the correct badge, wristband, or access marker<br/>2. Give included items tied to the registration tier<br/>3. Give paid add-ons that are marked for pickup<br/>4. Mark or note fulfilled items if the dashboard or desk process tracks fulfillment"]
  step21 --> step22
  step22 --> step23["<b>Clear the attendee</b><br/>1. Confirm the attendee is checked in<br/>2. Confirm they received the correct access items<br/>3. Point them to the next queue, venue entrance, or event information desk"]
  step23 --> step25{"Check-in still open?"}
  step25 -- "Yes" --> step26["Return to the next attendee"]
  step25 -- "No" --> step27["Move to check-in closeout"]
  click step19 "../surfaces/check-in/" "Open Check-In surface docs"
  click step22 "../surfaces/inclusion-claim/" "Open Inclusion Claim surface docs"

4. Resolve exceptions and close out

flowchart TD
  step1["Exception source:<br/>not found, invalid registration, unpaid registration, duplicate scan, blocked attendee, or suspicious re-entry"] --> step2["<b>Resolve exception</b><br/><i>Surfaces: Regos, Refunds, Transfers</i><br/>1. Event lead verifies the record or support case<br/>2. Staff update payment, approval, cancellation, duplicate, or access status if authorized<br/>3. Record the decision or handoff before sending the attendee back"]
  step2 --> step3{"Can the attendee check in after review?"}
  step3 -- "Yes" --> step4["Send attendee back to the check-in desk"]
  step3 -- "No" --> step5["Do not check in:<br/>record the reason and owner for follow-up"]
  step4 --> step6["Continue checking in attendees until check-in closes"]
  step5 --> step6
  step6 --> step7["<b>End of check-in period</b><br/>1. Stop scanning new attendees unless the event lead says check-in remains open<br/>2. Close or secure check-in devices<br/>3. Keep offline snapshot notes and exception notes available for closeout"]
  step7 --> step8["<b>Reconcile totals</b><br/><i>Surfaces: Rego Analytics, Inventory Analytics, Offline Snapshot History</i><br/>1. Compare total checked in against total registrations<br/>2. Compare paid, unpaid, cancelled, and exception counts<br/>3. Review duplicate scans, re-entry notes, and unresolved support cases<br/>4. Check offline changes if any were made"]
  step8 --> step9["<b>Report closeout</b><br/>1. Send final check-in count to the event lead<br/>2. Send unresolved registration or payment issues<br/>3. Send offline changes or manual decisions<br/>4. Name the owner for any follow-up after check-in"]
  click step2 "../surfaces/regos/" "Open Regos surface docs"
  click step8 "../surfaces/rego-analytics/" "Open Rego Analytics surface docs"