Event Check-In
Eventixa Pro lets event staff check attendees in from their attendee record or through the QR ticket workflow.
Check-in records whether a registered attendee has actually arrived at the event, helping administrators distinguish registrations from real attendance.
Available in: Eventixa Pro
Location: Eventixa → Attendees → Open Attendee
Related features: QR Tickets, QR Scanner, Attendees, Ticket Validation, Recurring Events
What Is Event Check-In?
Event Check-In records an attendee’s arrival at the event.
A registered attendee can have a check-in state such as: NOT CHECKED IN
After staff complete the check-in action, Eventixa updates the attendee’s attendance state.
This gives you participant-level attendance tracking rather than relying only on booking records.
Registration vs Check-In
Registration and check-in are different.
Registration
Means the attendee has an Eventixa registration.
Check-In
Means the attendee has actually arrived and has been admitted.
An attendee can therefore be:
Registered but not checked in
until event staff complete the check-in action.
Open an Attendee
Go to: Eventixa → Attendees
Find the attendee.
Open the attendee record.
The attendee details screen can show:
- Event and ticket
- Attendee information
- Registration answers
- Booking information
- Attendee status
- Check-in status
- Attendee actions
Check-In Panel
On the attendee details screen, locate: Check-in
The panel shows the attendee’s current attendance state.
For example: NOT CHECKED IN and provides the applicable: Check in button.
Manually Check In an Attendee
To check in manually:
- Go to Eventixa → Attendees.
- Find the attendee.
- Open the attendee record.
- Verify the event and ticket.
- Verify attendee status.
- Review the current check-in state.
- Click Check in.
- Confirm the updated attendance state.
Verify Before Check-In
Before admitting the attendee, verify:
- Attendee name
- Event
- Event date
- Ticket
- Registration status
- Booking validity
- Recurring occurrence where applicable
This helps prevent checking in the wrong registration.
Completed Attendee
A valid completed attendee is the normal case for check-in.
For example:
Status: Completed
Check-in: Not checked in
The attendee can then be checked in.
Cancelled Attendee
A cancelled attendee should not normally be checked in.
If a cancelled attendee arrives:
- Review the attendee.
- Open the related booking.
- Understand why the registration was cancelled.
- Resolve the booking appropriately before admitting them.
Do not use check-in to bypass an invalid registration.
Paid Registration
For a paid ticket, check-in should be based on a valid attendee registration.
If payment status looks uncertain, open the booking before admitting the attendee.
Free Registration
Free standard-ticket attendees can be checked in normally if their registration is valid.
No financial transaction is required for attendance.
RSVP Going
An eligible RSVP attendee marked: Going can participate in the attendance workflow where supported.
RSVP Not Going
An RSVP attendee marked: Not Going should not normally be treated as an attending participant.
Review their RSVP status before checking them in.
Check-In with QR Ticket
QR tickets can make event entry faster.
A typical QR check-in flow is:
- Attendee presents QR ticket.
- Staff scan the QR code.
- Eventixa identifies the attendee.
- Registration is validated.
- Event and occurrence are verified.
- Attendee is checked in.
Manual Check-In vs QR Check-In
Both workflows update attendee attendance.
Manual Check-In
Staff search for the attendee and click Check in.
QR Check-In
Staff scan the attendee’s QR ticket and use the validation/check-in workflow.
QR scanning is usually faster for larger events.
QR Scanner
The QR Scanner is documented separately in: QR Scanner
It provides the dedicated scanning workflow for event-day check-in.
Manual Search as Backup
Always keep a manual workflow available.
If an attendee’s QR code cannot be scanned, staff can search using:
- Name
- Booking
- Attendee details
Then verify and check in the attendee manually.
Already Checked In
If the attendee has already been checked in, Eventixa should display their existing check-in state rather than treating them as a fresh attendee.
This helps prevent duplicate entry.
Duplicate QR Use
A second scan of the same attendee ticket should not create another attendee.
The ticket belongs to the existing attendee record.
The check-in state helps staff identify that the registration has already been used.
Re-Sent Tickets
Re-Sending a ticket does not create a new attendee or a second seat.
The new copy still represents the same attendee registration.
If both copies are presented, check-in status remains attached to the same attendee record.
Downloaded Ticket PDF
Downloading a Ticket PDF also does not create a second registration.
The PDF is another representation of the same attendee ticket.
Check-In Does Not Change Capacity
Checking an attendee in does not consume another ticket.
Capacity was already handled when the registration was created.
Check-in only records attendance.
Check-In Does Not Create a Booking
The attendee must already have a registration.
Check-in does not:
- Create a new booking
- Charge the attendee
- Add ticket capacity
- Generate another attendee
Check-In and Booking Status
Before check-in, confirm the attendee belongs to a valid booking.
For paid bookings, check:
- Booking Status
- Payment Status
when needed.
Check-In and Payment Status
A valid-looking ticket does not prove payment was successful.
If payment is questionable, verify the booking first.
For example:
Booking Status: Pending
Payment Status: Pending
should not automatically be treated the same as a valid completed paid registration.
Check-In and Refunds
If a booking was cancelled and refunded, the attendee should not normally remain eligible for event entry.
An old ticket may still exist in their inbox.
Always rely on current Eventixa registration state.
Check-In and Recurring Events
Recurring events require occurrence-aware check-in.
The attendee should be checked in for the occurrence they actually registered for.
For example:
Community Science Festival — April 15 and Community Science Festival — August 16 are different attendance contexts.
Wrong Recurring Occurrence
If an attendee presents a ticket for a different occurrence:
- Do not immediately check them in.
- Verify their registration.
- Confirm the event date.
- Check whether they have a valid registration for today’s occurrence.
Check-In for Recurring Events
Recurring-event attendance is covered in more detail in: Check-In for Recurring Events
In-Person Events
Check-in is most commonly used at physical event entry.
Staff can validate the attendee and record their arrival at:
- Registration desk
- Entrance
- Session gate
- Venue reception
Hybrid Events
For Hybrid events, check-in can be used for attendees arriving physically at the venue.
Virtual participation remains separate from physical check-in.
Virtual Events
Virtual-only events may not need physical entrance check-in.
However, attendee registration and attendance-related workflows remain separate from payment and booking state.
Event-Day Staff Workflow
A simple event-day process is:
- Open Eventixa check-in tools.
- Ask attendee for QR ticket.
- Scan the ticket.
- Verify attendee.
- Verify event/date.
- Review current check-in state.
- Check attendee in.
- Continue to next attendee.
Backup Event-Day Workflow
If QR scanning fails:
- Search attendee manually.
- Open attendee record.
- Verify registration.
- Confirm event/date.
- Click Check in.
- Continue.
Check-In Desk Preparation
Before the event starts, make sure staff have:
- WordPress/Eventixa access
- Appropriate permissions
- Working camera if using QR scanning
- Reliable network connection
- Manual attendee search backup
Permissions
Only trusted event staff should have access to check-in tools.
Check-in changes attendee attendance records and should not be available to unauthorized users.
Attendee Notes
If something unusual happens during check-in, administrators can use attendee notes where appropriate.
For example: Manual check-in after damaged QR ticket.
Keep notes relevant and concise.
Do Not Store Sensitive Information
Do not put sensitive personal or financial information in attendee notes.
Avoid:
- Card data
- Passwords
- Payment credentials
- API keys
Ticket Validation
Check-in should follow validation.
The QR/check-in feature set is designed to verify tickets before entry and prevent duplicate ticket use.
Invalid Ticket
If Eventixa cannot validate a ticket:
- Do not automatically admit the attendee.
- Search attendee manually.
- Review booking.
- Confirm event and ticket.
- Resolve the registration before check-in.
Wrong Event Ticket
A ticket for one Eventixa event should not be used to check in to another event.
Always confirm the event displayed in the attendee/validation record.
Wrong Ticket Type
If the attendee presents a registration for a different ticket type than expected, review the attendee record.
Do not manually change the registration at check-in without understanding the booking.
Attendee Identity
Where event policy requires it, staff can compare the attendee name on the registration with the person presenting the ticket.
Eventixa records the registration; your event determines any additional identity-check policy.
Group Bookings
One purchaser can create a booking containing multiple attendees.
Each attendee should be checked in individually.
For example:
Booking: 4 attendees
Check-in can become:
- Attendee 1 — Checked in
- Attendee 2 — Checked in
- Attendee 3 — Not checked in
- Attendee 4 — Not checked in
Why Individual Check-In Matters
Individual check-in gives more accurate attendance data than marking an entire booking as arrived.
It lets staff know exactly who has entered.
Attendance Tracking
Eventixa’s QR/check-in feature set includes attendee participation and attendance tracking.
This helps administrators compare:
- Registered attendees
- Checked-in attendees
Event Reports
Check-in data can support attendance-related reporting where available.
For example, organizers may review how many registered attendees actually attended.
No-Show Attendees
An attendee who remains:
NOT CHECKED IN
after the event may effectively represent a no-show from an attendance perspective.
Their registration record still exists.
Check-In History
The attendee record is the primary place to review the current check-in state.
Where other Eventixa screens or reports surface attendance data, they should refer back to the same attendee registration.
QR Code Screenshot
A QR screenshot can still potentially scan.
What matters is whether Eventixa validates the current attendee registration.
Do not rely on the appearance of the ticket alone.
Printed QR Ticket
Printed tickets can work as long as the QR code remains readable.
If scanning fails, use manual attendee lookup.
Mobile QR Ticket
For faster scanning, ask attendees to:
- Open the QR before reaching the desk
- Increase screen brightness
- Show the full code
- Avoid screen glare
Scanner Cannot Read Code
Try:
- Increase brightness.
- Hold device steady.
- Improve lighting.
- Use original ticket/PDF.
- Search manually.
Network Problems
If check-in requires a live connection and the network is unavailable, QR validation may be affected.
Make sure the venue has reliable connectivity or an appropriate operational fallback.
Pre-Event Check-In Test
Before every event:
- Create a test registration.
- Open attendee record.
- Confirm Not Checked In state.
- Test manual Check in.
- Test QR scanning.
- Verify successful check-in.
- Scan again.
- Verify duplicate/already-checked-in behavior.
- Test attendee search.
Test a Cancelled Registration
Create or use a test attendee, cancel the booking, and verify your staff understand how an invalid registration appears.
Test Recurring Event Check-In
For recurring events:
- Register for a specific occurrence.
- Scan/check in against that occurrence.
- Verify another occurrence is not confused with it.
Common Problems
Check-In Button Is Missing
Check:
- Eventixa Pro is active.
- Attendee record is eligible.
- User has appropriate admin access.
- Check-in functionality is available in the current setup.
Attendee Shows Not Checked In After Entry
Open the attendee again and verify whether the check-in action was completed successfully.
QR Scans but Attendee Is Already Checked In
The registration has already been used for check-in.
Verify the attendee before allowing duplicate entry.
Cancelled Attendee Tries to Check In
Review the booking and resolve the registration first.
QR Ticket Is for Another Event
Do not use it for the current event.
QR Ticket Is for Another Occurrence
Verify recurring-event date before check-in.
Paid Attendee Shows Pending Payment
Open Booking Details and verify payment before admitting them according to your event policy.
Ticket Cannot Be Scanned
Use manual attendee search and validate the registration.
Staff Checked In the Wrong Attendee
Open the affected attendee records and review the current states carefully before making further changes.
Avoid guessing which record should be altered.
Recommended Event Check-In Workflow
- Go to Eventixa → Attendees or open the QR Scanner.
- Locate/scan attendee.
- Verify event.
- Verify occurrence.
- Verify ticket.
- Verify attendee status.
- Review check-in state.
- Complete Check in.
- Confirm updated state.
- Repeat for the next attendee.
Recommended Event-Day Checklist
Before opening doors, confirm:
- Eventixa Pro is active.
- Test QR ticket scans correctly.
- Staff have access.
- Camera permissions work.
- Venue internet works.
- Correct event is selected.
- Recurring occurrence is correct.
- Manual attendee search works.
- Staff understand Already Checked In behavior.
- Staff know how to handle invalid registrations.
Important Notes
- Event Check-In requires Eventixa Pro.
- Check-in records attendance at the individual attendee level.
- Registration and check-in are different states.
- Attendees can be checked in manually or through the QR workflow.
- Ticket validation should occur before admission.
- Already-checked-in status helps prevent duplicate use.
- Re-sending or downloading a ticket does not create another registration.
- Cancelled, invalid, or wrong-occurrence registrations should not be checked in as valid attendees.
- Check-in does not change ticket capacity.
- Recurring events must be checked in against the correct occurrence.
- Always test both QR and manual check-in workflows before event day.
