Welcoming guests (check-in)

Goal

The Check-in section of an event is for the welcome desk on the day: you mark each guest as arrived when they come in, by scanning their entry code or looking them up by name. The counters at the top of the page show who has Arrived, who is Expected (confirmed guests and companions) and the guests with No answer. Every guest who has confirmed they are coming finds their personal entry code on their reply page, to show on their phone or printed; the QR code printed on the invitation cards is recognized too. To let someone else run the door, create a check-in link.

Steps

1. Open your event, then the Check-in section, ideally on the phone that will be used at the door.
2. When a guest arrives, click Scan a code and point at their QR code: they are marked as arrived as soon as the code is read.
3. Without a code, type their first or last name in the search, then click Arrived next to their name. The arrival time shows under their name.
4. If you made a mistake, click Undo next to the guest to remove their arrival.
5. You can also scan the code with the phone's camera app: it opens the Scanned guest page, showing the guest, their group, their answer and their companions. Click Mark as arrived; Open the welcome list takes you back to the full list.
6. To hand the welcome desk over to a relative, the caterer or a host, click Create a check-in link at the bottom of the section, then send them the link (Copy the link) or have them scan the QR code shown. They open the check-in page on their phone, without an account, and can search, scan and mark guests as arrived; several people can use it at the same time. New link creates another one and cuts off the previous one; Disable cuts off access.
7. After the event, each guest's arrival time is included in the guest list's CSV export (the ⋮ menu of the Guests section).

Frequently asked questions

The Scan a code button does not appear, or the camera does not open. The button is offered on any device with a camera, computers included, whatever the browser. If it is missing, the device has no camera; if the camera does not open, allow access to it in the browser settings. Meanwhile, use the name search, or scan the code with the phone's camera app to open the guest's page.

Can someone else run the welcome desk? Yes, with a check-in link (step 6): no account needed, and no access to your space. However, a guest's entry code scanned with the camera app only opens the Scanned guest page from the account that manages the event: whoever is at the door scans from the check-in link page.

What does the person with the check-in link see? Only the event name and, for each expected guest, their name, group, answer, companions and arrival time — never their contact details or your notes. The link stays valid until the day after the event (one week if it has no date); after that, or as soon as you disable it, it opens nothing.

Does the QR code on the invitation cards work at the door? Yes: the QR code printed on the cards leads to the guest's reply page, and the welcome desk scanner recognizes it as their entry code.

A guest had declined but came anyway. Declined guests are not on the welcome list and cannot be checked in. First record their new answer from the Guests section, then mark them as arrived.

A guest never answered but is here. They are on the list, with the Pending status: you can mark them as arrived straight away.

Is there a paper backup list? Yes: the seating plan's PDF export includes an Alphabetical list (welcome desk) to print.