Give Every Attendee a QR Ticket
Every registration should produce a ticket with a unique QR code, sent by email and available on the attendee's phone. People will screenshot it, print it or simply search their inbox at the door, and all of those should work.
Turn Staff Phones Into Scanners
A check-in page that uses the phone's camera in the browser means volunteers don't need to install anything. Open the page, point at the code, and the person is checked in.
Test it on the day before the event, on the venue's Wi-Fi or mobile signal, with a couple of real tickets.
Limit What Volunteers Can See
Volunteers need to check people in, not browse your attendee list or settings. Give them an account that can scan and search and nothing else. In Shoal, that's the Check-in only role.
Always Have a Search by Name
Some people will arrive with a dead phone. A quick search by name or email, with the person's photo or company to confirm it's them, keeps the line moving.
Print Badges Before, Not at the Door
Printing badges on the spot is the slowest part of most check-in desks. Print them ahead on standard label sheets and lay them out alphabetically. Put the ticket QR code on the badge so it can be scanned again later, for sessions or networking.
- Large first name, smaller last name
- Company or role as a second line
- The ticket QR code in a corner
Watch the Count
A live checked-in count tells you when to start the opening session and how many no-shows to expect for lunch. Keep it on a screen at the desk.
Plan for Mistakes
Someone will scan the wrong ticket. Make sure a check-in can be undone in a tap, and keep a way to add a late registration at the desk.