Check-In Overview

GatherHub's check-in system helps you track attendance efficiently using QR codes, providing real-time visibility into who has arrived at your event.

Check-In System Features

• QR Code Scanning - Fast, contactless check-in
• Multi-Level Tracking - Event, session, and activity attendance
• Real-Time Dashboard - Live attendance monitoring
• Phone App for Crew - Scan with the GatherHub app on any phone with a camera
• Works Without Internet - Camera scans in the app are saved and sent when the connection returns (details)

Check-In Methods

QR Code Scanning

Primary check-in method:

1. Participant shows their QR code (from email or app)
2. Staff scans with device camera
3. System validates and records attendance
4. Confirmation displayed

Manual Search

For participants without QR code, in the crew view of the GatherHub app:

1. Open Guests (or tap Find guest on the scanner)
2. Search by name, email, phone or ticket code
3. Select participant from results
4. Tap Check in now

On the dashboard's On-site Check-In page, type the Ticket Number or QR UUID under Or enter manually instead.

Self Check-In

If enabled, participants check themselves in from the GatherHub app:

1. Open the event, tap Ticket, then Check in
2. Scan the event QR code shown at the venue, or enter the code you share
3. Fill in any details the event still needs
4. Take a photo, if the event requires one

Crew create the event QR code in the app under More → Online QR. Self check-in needs internet. See Using the app as an attendee.

Check-In Levels

Event-Level Check-In

Track overall event attendance:

• Single check-in for entire event
• Best for simple, single-session events
• Provides basic attendance count

Session-Level Check-In

Track attendance per session:

• Separate check-in for each session
• Useful for multi-day or multi-track events
• See who attended which sessions

Activity-Level Check-In

Track participation in specific activities:

• Most granular tracking
• Perfect for workshops with limited capacity
• Track completion for certification

Check-In Flow

Standard Flow

Participant Arrives
        ↓
    Show QR Code
        ↓
    Staff Scans
        ↓
System Validates
        ↓
   ✓ Checked In
        ↓
Confirmation Shown

Validation Checks

When scanning, system verifies:

• Valid ticket for this event
• Ticket is paid and not cancelled
• Not already checked in (there is no re-entry option)
• Within check-in window (from 60 minutes before the start until 1 day after the end)
• Right gate, if you use Gates

Enabling Check-In

Check-In Settings

Event check-in is on for every published event. There is no single check-in settings page. The options live here:

Check-in photos afterwards

Photos taken at check-in are in Run → Check-in Photos, for organisers and crew only. Search by name, email or ticket number, filter by date, or click Download all (ZIP). The ZIP link is emailed to you and expires in 24 hours. When a ticket is scanned again, the crew app shows Photo at first check-in so crew can compare it with the person in front of them.

Recommended Settings

Check-In Equipment

Recommended Setup

Device Requirements

• Camera for QR scanning
• Internet connection (the crew view of the app keeps camera scans when the connection drops)
• Modern web browser
• Screen visible in lighting conditions

Staff Preparation

Before the Event

• Test check-in system
• Train check-in staff
• Prepare backup procedures
• Charge all devices
• Print backup participant list

On Event Day

• Access check-in screen
• Verify internet connection
• Test scan first arrival
• Monitor dashboard

Handling Special Cases

Participant Not Found

1. Verify correct event
2. Search by alternative details
3. Check registration status
4. Add them under Participants if needed

Already Checked In

Options:

• Remind participant they're already checked in
• Let them through. A second scan doesn't create another check-in
• For events with sessions, scan them at the session too. Session check-in is separate from the gate

Invalid QR Code

1. Search for them in Guests
2. Verify participant identity
3. Check for registration issues
4. Contact registration desk

Check-In Best Practices

Efficiency

• Have dedicated check-in stations
• Provide clear signage
• Use multiple scanners for high volume
• Prepare for queues at peak times

Participant Experience

• Keep check-in process quick
• Have help available for issues
• Provide event information after check-in
• Consider welcome messages

Data Quality

• Ensure every attendee checks in
• Track no-shows for planning
• Use data for certificates
• Review patterns for improvements

Next Steps

• Learn QR code scanning in detail
• Use the app as crew on event day
• Track attendance at multiple levels
• Monitor check-in in real-time