If your event needs to check-in registrants on-site in order to track physical attendance at your event, you'll want to use the built-in registrant check-in features of ClearEvent.

Why would I want to check-in registrants?

Checking-in registrants is completely optional, but this practice is useful in a number of scenarios:

  1. You want to know how many of your registrants physically attended your event.

  2. You have additional on-site process (e.g. signing waivers, verifying age, handing out swag) and you need to track which registrants have already been processed.

  3. You need to track volunteer hours and you want to make sure a volunteer actually attended your event.

  4. You need to communicate resource availability to your team leads and/or volunteer groups so they can make necessary staffing adjustments when registrants do not show up.

How to check-in a registrant:

  1. Go to the Event Manager App > Registration section > Registrants tab.

  2. Use the Search box to locate the desired registrant you want to check-in. 

  3. Under the Check-In column, click the checkbox to check-in the registrant.

Jobs & communicating registrant check-ins

If your event uses Jobs to manage work & task assignments to registrant types like volunteers or staff, check-in status information can be shared with registrants assigned to jobs. 

As you check-in registrants and assign them to jobs, any other registrants assigned to the same job will be able to easily see who else has checked-in to the event. 

This is useful in scenarios where you may have assigned a Team Lead to be in charge of a job and you want the Team Lead to know which registrants assigned to that job have not yet checked-in.

Registrants assigned to jobs can view check-in status by going to the Event Portal > Jobs > Job Details & Tasks page. Registrants can only view check-in status information for team members assigned directly to the same job. Registrants that have been checked-in will have a solid green "person" icon beside their name.

On-site check-in tips:

If you need to check-in registrants on-site we have some useful tips to help you make things run smoothly:

  • Set up an on-site registrants check-in desk in an easy to find a location with lots of open space to accommodate the expected number of registrants. Staff registration check-in desks appropriately to avoid long queues and frustrated participants. 

  • 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 event registrants before your event and print enough copies for each check-in desk staff member. When a registrant checks-in, simply cross them off the list with a pen. You can update ClearEvent later using the marked up printouts so you have a permanent digital 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 registrant has already been 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 registrants with the last name starting with a letter between A-F). This ensures a registrant can't register twice on two different physical lists to get extra swag.

  • When checking-in registrants using the ClearEvent system, check-in staff can use the Event Manager App > Registration section > Registrants tab > Search box to quickly lookup the desired registrant and then click the checkbox in the Checked-In column to indicate the registrant is not in attendance.

  • Your event may require that each check-in staff member work through a checklist with each registrant to ensure they have signed a waiver, showed proof of age, etc...

    If this is the case, you can create "office-use" fields on your registration forms that only check-in staff can see. Here's an example that helps check-in staff ensure the registrant has signed the event waiver:

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