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PassTru offers two check-in methods: QR code scanning (self-service) and manual check-in (staff-assisted). Both methods are accessible from the public check-in page.

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Check-In Page Overview

The check-in page is a public-facing URL where attendees check in on event day. URL Format: 
/{org-slug}/{event-slug}/welcome
Example: 
https://yourdomain.com/techcorp/annual-conference-2024/welcome
Public Check-In Page

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Activating the Check-In Page

The check-in page must be activated before attendees can use it.
1

Navigate to Check-In Management

From the event portal, click Check-In in the sidebar to open /{org-slug}/{event-slug}/portal/checkin.
2

Toggle Check-In Page

Find the Check-In Page switch at the top of the page and toggle it ON.
3

Page Activated

The public check-in page is now accessible at /{org-slug}/{event-slug}/welcome.
Only clients (organization owners) can activate/deactivate the check-in page. Event managers can view the status but cannot change it.

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When to Activate the Check-In Page

  • Recommended: 24 hours before the event
  • For testing: Activate temporarily, test check-in flow, then deactivate
  • For multi-day events: Activate at the start of day 1, deactivate after the final day
The check-in page auto-deactivates 1 day after the event date. You can also manually deactivate it at any time.

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Copying the Check-In Page URL

1

Open Check-In Management

Navigate to /{org-slug}/{event-slug}/portal/checkin.
2

View URL

The check-in page URL is displayed near the activation toggle.
3

Copy URL

Click Copy Check-In Page URL to copy the link to your clipboard.
4

Share URL

Share the URL with:
  • Registration desk staff
  • Event managers
  • Venue coordinators
  • Load it on tablets or kiosks for self-service check-in
Bookmark the check-in page URL on tablets at registration desks for quick access.

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Check-In Method 1: QR Code Scanning

Self-service check-in using attendee QR codes.

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How QR Check-In Works

1

Attendee Arrives at Venue

Attendees receive their QR code via:
  • Confirmation email (sent from Attendee Management)
  • Attendee portal (accessible via unique link)
2

Open Check-In Page

Staff opens the check-in page on a tablet or device at the registration desk.
3

Attendee Taps 'Scan My QR'

On the check-in page, the attendee (or staff) taps the “Scan My QR” button.
4

Camera Opens

The device’s front-facing camera opens.
5

Scan QR Code

The attendee presents their QR code (printed or on their phone) to the camera.
6

Check-In Recorded

Upon successful scan:
  • Check-in is recorded with timestamp
  • Method is logged as “QR Scan”
  • Attendee portal is auto-activated
  • Personalized post-check-in message is displayed
QR Code Scanning Flow

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QR Code Format

QR codes encode the attendee portal URL: 
/{org-slug}/{event-slug}/attendee/{unique-id}
When scanned, the system extracts the unique ID and performs the check-in.
QR codes are generated automatically for each attendee when they are added or imported.

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Best Practices for QR Scanning

Recommended devices:
  • iPad (any recent model)
  • Android tablets with at least 5MP front camera
  • Avoid laptops (webcam quality is often poor)
For events with 100+ attendees:
  • Set up 2-3 scanning stations
  • Load the check-in page on each device
  • Test all devices before event day
  • Avoid direct sunlight on screens (causes glare)
  • Use indoor lighting or supplemental LED lights
  • Test QR scanning in actual event lighting conditions
  • If QR scanning fails, switch to manual check-in
  • Train staff on both methods

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Check-In Method 2: Manual Entry

Staff-assisted check-in using attendee email and unique ID.

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How Manual Check-In Works

1

Attendee Arrives Without QR Code

Attendee doesn’t have their QR code (forgot printout, phone died, etc.).
2

Staff Opens Check-In Page

Registration desk staff has the check-in page open on a device.
3

Enter Attendee Details

Staff enters:
  • Email: Attendee’s registered email address
  • Unique ID: 8-character ID (provided by attendee or looked up)
4

Submit Check-In

Click Check In button.
5

Check-In Recorded

Upon successful submission:
  • Check-in is recorded with timestamp
  • Method is logged as “Manual”
  • Attendee portal is auto-activated
  • Personalized post-check-in message is displayed

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Finding Unique IDs for Manual Check-In

From the Client Portal:
  1. Navigate to Check-In Management: /{org-slug}/{event-slug}/portal/checkin
  2. Use the search bar to find the attendee by email or name
  3. The unique ID is displayed in the search results
From Printed Attendee List:
  • Export attendee data as CSV before the event
  • Print the list with Unique ID column
  • Keep at registration desk for reference
For large events, print an alphabetical attendee list with unique IDs for quick lookups.

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Event Manager Check-In Access

Event managers have limited access to check-in features.

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What Event Managers Can Do

✅ Search for attendees by unique ID, email, or name ✅ Perform manual check-ins on behalf of attendees ✅ Send or resend confirmation emails ✅ View check-in page activation status ✅ Copy check-in page URL

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What Event Managers CANNOT Do

❌ Activate or deactivate the check-in page (client-only) ❌ View full attendee list or dashboard ❌ Export attendee data ❌ Access branding settings
Event managers see only the Check-In Management tab in the event portal sidebar.

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Post-Check-In Experience

After a successful check-in (QR or manual), attendees see a personalized message.

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Post-Check-In Message Content

The message is fully customizable in Event Branding → Post Check-In tab:
  • Headline: Customizable success message (e.g., “Welcome to the Conference!”)
  • Body: Additional instructions (e.g., “Proceed to Registration Desk 2”)
  • Attendee Fields: Display selected fields (e.g., Table Number, Seat Assignment)
Template Variables Available:
  • {{attendee_name}}
  • {{attendee_email}}
  • {{attendee_unique_id}}
  • Custom fields (e.g., {{Table}}, {{Seat}})
Post Check-In Success Message
Use the post-check-in message to provide next steps, such as “Your table number is . Proceed to the main hall.”

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Real-Time Check-In Monitoring

Clients can monitor check-ins in real-time from the event dashboard.
1

Navigate to Event Dashboard

Go to /{org-slug}/{event-slug}/portal (the default view when opening an event).
2

View Statistics

The dashboard displays:
  • Total Registrants: Number of attendees added
  • Total Checked-Ins: Count of completed check-ins
  • Percentage checked in
3

View Real-Time List

A live-updating table shows:
  • Attendee name
  • Check-in status (Pending / Checked In)
  • Check-in time
  • Check-in method (QR Scan / Manual)
Keep the event dashboard open on a separate screen during the event to monitor check-in progress.

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Check-In Page Customization

Customize the appearance and content of the check-in page via Event Branding.
1

Navigate to Branding

Go to /{org-slug}/{event-slug}/portal/branding from the event portal.
2

Select Check-In Page Tab

Click the Check-In Page tab.
3

Configure Content

Customize:
  • Logo: Upload event or organization logo
  • Headline: Main title (e.g., “Welcome to Annual Conference 2024”)
  • Subtitle: Supporting text (e.g., “Scan your QR code or enter details below”)
  • Banner Image: Hero image displayed at the top
  • Body Content: Instructions or event information
  • Poster: Sidebar image (e.g., event poster)
  • Footer: Contact info or social media links
4

Save and Publish

Click Save Draft to preview, then Publish to make changes live.
Changes to the check-in page branding take effect immediately after publishing.

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Troubleshooting Check-In Issues

Possible causes:
  • Poor lighting → Move to well-lit area
  • Camera permissions denied → Enable camera in browser settings
  • QR code is blurry or damaged → Use manual check-in
  • Wrong QR code (from different event) → Verify attendee has correct QR
Resolution:
  • Use manual check-in as backup
  • Resend confirmation email with fresh QR code
Possible causes:
  • Email typo → Double-check spelling
  • Unique ID typo → Verify ID is correct (8 characters, uppercase)
  • Attendee not added to event → Check attendee list
Resolution:
  • Search for attendee in Check-In Management portal
  • Verify they are added to the correct event
  • Add attendee if missing
Cause: Attendee has already checked in earlier.Resolution:
  • Inform attendee they’re already checked in
  • Verify check-in time in the event dashboard
  • If duplicate check-in was accidental, no action needed
Cause: Check-in page is deactivated.Resolution:
  1. Navigate to Check-In Management (/portal/checkin)
  2. Toggle the Check-In Page switch to ON
  3. Refresh the public check-in page
Possible causes:
  • Browser doesn’t have camera permissions
  • Browser doesn’t support camera API (old browser)
Resolution:
  1. Open browser settings → Privacy → Camera
  2. Allow camera access for the website
  3. Try a different browser (Chrome or Safari recommended)
  4. Restart the browser or device

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Event Day Setup Checklist

1

1 Day Before Event

  • Activate check-in page
  • Test QR scanning with sample attendees
  • Test manual check-in with sample attendees
  • Charge all tablets/devices fully
  • Print attendee list with unique IDs
2

Morning of Event

  • Set up registration desk in well-lit area
  • Load check-in page on all devices
  • Bookmark check-in page URL
  • Test internet connection at venue
  • Brief staff on QR and manual check-in procedures
3

During Event

  • Monitor check-ins from event dashboard
  • Assist attendees with QR scan issues
  • Use manual check-in for walk-ins or issues
  • Keep devices charged (have backup chargers)
4

After Event

  • Deactivate check-in page (optional, auto-deactivates in 1 day)
  • Export attendee data with check-in records
  • Review check-in stats for reporting

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Best Practices

Before event day:
  • Conduct a 15-minute training session
  • Demonstrate QR scanning and manual check-in
  • Provide a quick reference guide
  • Assign roles (QR scanners vs. manual check-in staff)
  • Don’t use staff’s personal phones (battery drains quickly)
  • Provide organization-owned tablets
  • Keep devices in kiosk mode or full-screen
  • Test check-in offline capability (not supported by default)
  • Have a printed attendee list for manual tracking
  • Use mobile hotspot as backup internet
  • Assign one staff member to monitor the event dashboard
  • Track check-in rate (e.g., target 80% checked in by 10 AM)
  • Alert team if check-in rates are slow

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