Event Check-In

Checking Attendees In

One of the most powerful features of CampusGroups events is the option to check-in your attendees and track your attendance. CampusGroups has an integrated QR-code system. One attendance-tracking option is to have attendees present either their ticket, their email confirmation, or their personal QR-code from their mobile app to the event team, who can scan these QR-codes on the mobile app. You can always add helpers, volunteers, or non-officers to your check-in team by adding them as "Team Members" under Organizing Team in the first section of the event creation process. For smaller events, you can also check-in attendees manually by clicking on checkboxes from your list of registrants as they enter the event. 

To find your personal QR code to check-in to an event using the mobile app, tap the icon in the bottom right corner of the app as shown below, and then tap the QR code in the top right corner (left picture below).

To perform attendee check-in, click on your event, then click on the 3 dots in the upper right corner and select Check In Attendees (middle picture below).

Then, you can either click on each registrant's individual checkbox to mark them as attending, or you can click on the QR code button to start scanning QR codes of the attendees (right picture below).

Finally, you can also opt to use self check-in by having your event's QR-code either posted on walls or projected onto a large screen for each attendee to scan using their mobile app. For projected QR-codes, you can set the event code to change after a certain amount of elapsed time to ensure that only attendees are able to check themselves into the event. Your attendees can find their QR code scanners by clicking the icon in the bottom right of the mobile app and then selecting QR Code Scanner. They can then flash their phone over the provided event QR code, whether on a poster or on a projector, and it will immediately check them into the event.

Events with Limited Registration

There are multiple ways to limit event registration that will affect the ticketing and check-in process. One way registration can be limited is by having a capped amount of tickets available for the event, whether paid or unpaid. You may choose to put a cap on the event if there are limited seats or resources available for the event itself. In this case, only those who have registered to the event can scan in with their QR Codes. This is designed so that only those who have registered can get into the event. If you do not want this to be the case, then you can consider lifting the limitation to the number of tickets available to the event.

Another way registration can be limited is by having a capped amount of tickets available for each person, whether paid or unpaid. Choosing to limit individuals to one ticket each can be helpful for keeping registrations tied back to individual users. If you choose to limit the registrants to one ticket, then they can use any of the three QR codes available to them to check-in to the event: their personal QR code, their email confirmation, or their ticket on the mobile app. If registrants can have multiple tickets, then they will need to use the multiple codes from the tickets or the email confirmation to check-in each of the ticket-holders under their registration.

Paid Events vs Unpaid Events

If an event is a paid event, then payment will need to be completed before a registrant can be checked-in for the event. This payment can be completed through PayPal, or the officers of the event can mark that the individual has paid with cash or check. Once the attendee is marked as paid, they can be checked-in with QR code or by manual selection. For unpaid events, the attendee can be checked-in with QR code or by manual selection right away, although the limited registration principles described above may apply.

Errors with Event Check-In

You may run into problems while checking-in attendees, but one way to problem-solve during the process is to keep track of the error messages that appear in the app. These can help you identify problems with the attendee's registration (such as "User has not paid") or event settings that could be updated right away.