If your event needs to check-in ticket holders in order to track physical attendance at your event, you'll want to use the built-in participant check-in features of ClearEvent.
Why would I want to check-in ticket holders?
Checking-in ticket holders is completely optional, but this practice is useful in a number of scenarios:
- You want to know how many of your ticket holders physically attended your event.
- You have additional on-site process (e.g. signing waivers, verifying age, handing out swag) and you need to track which ticket holders have already been processed.
- You need to track volunteer hours and you want to make sure a volunteer actually attended your event.
How to check-in a ticket holder:
- Open the Tickets section > Ticket Holder tab.
- Use the Search box to locate the desired ticket holder you want to check-in.
- Under the Check-In column, click the checkbox to check-in the ticket holder
On-site ticket holder check-in tips:
If you need to check-in ticket holders on-site we have some useful tips to help you make things run smoothly:
- Set up an on-site ticket holder check-in desk in an easy to find a location with lots of open space to accommodate the expected number of ticket holders. Staff it appropriately to avoid long queues and frustrated ticket holders.
- We recommend using the ClearEvent Event Manager App to track check-ins in real-time. You'll need an internet connection and computers (or tablets) for each person at your on-site check-in desk.
- If you don't have an internet connection or enough computers, it's not a problem. Simply export the list of ticket holders before your event and print enough copies for each check-in desk staff member. When a ticket holder checks-in, cross them off the list. You can update ClearEvent later from marked up the physical printouts so you have a record. NOTE: For off-line scenarios, remember that your check-in staff won't be able to easily cross-reference their printed-out lists to see if a ticket holder is already registered. It's for this reason that you should think about creating separate queues to process check-ins. Consider alphabetic queues (e.g. Line #1 is for ticket holders with the last name starting with a letter between A-F). This ensures a ticket holder can't register twice on two different physical lists to get extra swag.
- When checking-in ticket holders using the ClearEvent system, check-in staff can use the Tickets section > Search box to lookup the desired ticket holder and then click the checkbox in the first column to indicate the ticket holder is attending the event.