The Self-Check-In feature lets organizers set up a mobile phone or tablet device with a camera and internet connection so attendees can quickly check themselves in for scheduled sessions or activities (Schedule Line Items).
Before starting, ensure you’ve already created a Device Setting Profile. Learn how to create one here.
Step 1: Get the Device Setting Profile QR Code (Event Manager App)
To set up a device for self-check-in, you’ll need the Device Setting Profile QR Code from the Event Manager App.
Go to Event Manager App > Schedules section > Settings tab.
Under Self-Check-In Device Setting Profiles, find the profile you want to use.
Click the QR Code button next to the selected profile to open the Configure a Self-Check-In Device page.
On this page, you’ll see a unique QR Code and Device Key for that profile.
You can connect a device using one of the following options:
Scan the QR Code: From the Configure Self-Check-In Device screen on the mobile or tablet device, tap Scan Device Setting Profile QR Code, then point the camera at the QR Code displayed in the Event Manager App.
Share the QR Code: Click the Share link to send the configuration QR Code by text, email, or another method to a remote device.
Print the QR Code: You may print the QR Code so that it can later be scanned or entered manually on a mobile device. Click the Print icon button to print the QR Code and manual Device Configuration Key.
Enter the Device Key Manually: If scanning isn’t possible, you can type the Device Key shown below the QR Code directly into the Self Check-In App to link the device. Tap Enter API Key Manually to enter this key.
NOTE: Each Device Setting Profile has its own unique QR configuration code, which links the device to that profile’s settings.
💡TIPS:
Regenerate Key: Click Regenerate Key if a device is lost, stolen, or compromised. This creates a new QR Code and Device Key, immediately invalidating the old one.
Print Button: Click the Print icon to produce a paper copy of the QR Code and Device Configuration Key. This is useful when setting up devices on-site without needing to log in to the Event Manager App.
Step 2: Configure the Self-Check-In Device (Mobile or Tablet Device)
On the mobile or tablet device you’ll use for check-in:
Open a web browser and go to the Self Check-In App (https://app.clearevent.com/webcheckin).
The Configure Self-Check-In Device page will appear.
You have two setup options:
Scan Device Setting Profile QR Code:
Tap Scan Device Setting Profile QR Code, then use the device’s camera to scan the QR Code generated for your Device Configuration Profile.
This will automatically connect the device to your event and apply the correct settings.
Enter API Key Manually:
Tap Enter API Key Manually, then type the Device Key (shown beneath the QR Code in the Event Manager App) to manually link the device.
This option is useful if the device camera is unavailable or if scanning isn’t possible.
Once connected, the device will then allow you to choose a self-check-in session and launch the self-check-in kiosk.
💡 TIPS:
Always test your setup before your event to ensure the camera, network connection, lighting, and scanning process work as expected.
If you regenerate a Device Configuration Key in the Event Manager App, you’ll need to reconfigure the device using the new QR Code or Device Configuration Key.
Step 3: Configure Device Settings and Launch Self-Check-In
Once the device connects successfully using the QR Code or manual device configuration key, the Self-Check-In Device Settings screen will appear.
Here, you will define how this device will check in attendees:
Confirm the Device Setting Profile
The name of the linked Device Setting Profile is displayed at the top of the page. Verify that the correct profile is shown before proceeding.
Select the Schedule Line Item
Under Check-in attendees to, choose the Schedule Line Item (e.g., a session A, workshop 1, or AM activity) that attendees will be checked into when using this device.
Choose the Camera for Scanning
From the Camera to use for scanning dropdown, select the preferred camera on the device.
Enable Mirror preview for front-facing camera if you’re using a front camera so the display matches the attendee’s orientation.
View the 4-Digit Access PIN
This is the Access PIN that was defined when creating the Device Configuration Profile. This PIN is used to activate or reopen device settings later for adjustments.
Launch Attendee Check-In
Once all fields are set, tap Launch Attendee Check-In.
The device will switch to full-screen Self Check-In Mode, ready for attendees to scan their confirmation QR codes.
(Optional) Reset Device
Tap Reset Device to disconnect and clear all current settings. This can be helpful if you need to reassign the device to a different session or profile.
💡TIPS:
Test the device setup by scanning a sample QR code to confirm that check-ins are recorded correctly.
Ensure the device remains connected to the internet for real-time check-in tracking.
The 4-Digit Access PIN is required to exit or modify settings, keep it secure and do not share this PIN with attendees.
Next Steps:
Learn tips to help you optimize your self-check-in setup including ideal lighting conditions, device placement, power management, and how to keep devices secure during your event.