Check-in System
Check-in System#
Check attendees in at the door by scanning QR codes, typing ticket codes, or searching by name. The scanner runs in the browser on any device with a camera.
Accessing check-in#
Go to Events > Check-in. The page title is Event Check-in. It works on desktops, tablets, and phones. Users need the manage_woocommerce capability (Administrator or Shop manager).
Bookmark the URL or add it to your device home screen for quick access at the event.
Check-in page#
Select Event#
Use the Select Event dropdown and click Select. The list shows all published events. Leave it on All Events to accept tickets for any event.
When an event is selected, tickets for other events are rejected.
Statistics#
Three boxes update after each check-in:
- Total Tickets: active attendees for the selected event
- Checked In: how many have arrived, with a percentage
- Pending: active attendees not yet checked in
Scan QR Code#
Click Start Scanner to open the camera. Click Stop Scanner to close it.
Manual Entry#
Type a code into the Enter ticket code… field and click Check In or press Enter.
Search Attendee#
Type at least 2 characters into Search by name or email… and click the search icon or press Enter. Results show the name, email, and ticket code, with a Check In button or a Checked In label. Search also matches ticket codes.
Check-in Result#
Shows the outcome of the last scan. Click Next Check-in to clear it.
Recent Check-ins#
The last 10 check-ins with name, event, seat (when seating is on), and how long ago.
QR code scanning#
- Go to Events > Check-in
- Select your event
- Click Start Scanner
- Allow camera access when prompted
- Point the camera at the ticket QR code
The scanner uses the rear camera on phones. There is no camera switch control.
Successful scan#
- The result box turns green with Check-in successful!
- The attendee name, email, and ticket code show
- A success tone plays
- Statistics and Recent Check-ins refresh
Scanning a ticket that is already checked in shows Already checked in X ago. as an info message. The ticket stays valid and is not checked in twice.
Error messages#
| Message | Meaning |
|---|---|
| Ticket not found. | Code does not match any attendee |
| This ticket is for a different event. | Selected event does not match the ticket |
| Ticket is cancelled. | Attendee status is not active |
| Please enter a ticket code. | Manual entry was empty |
| Could not access camera. Please check permissions. | Browser blocked the camera |
Tips for scanning#
- Hold the ticket steady in good light
- Keep the QR code inside the square frame
- If scanning fails, use Manual Entry
Manual entry#
- Read the code from the attendee’s ticket or email
- Enter it in the Enter ticket code… field
- Click Check In or press Enter
Ticket codes look like EMWC-1A2B3C4D.
Attendee search#
For attendees without their ticket:
- Type the name or email into Search by name or email…
- Click the search icon or press Enter
- Click Check In next to the right person
Check-out#
The check-in page has no check-out button. To undo a check-in, open the attendee in Events > Attendees and click Check Out. The attendee can then be checked in again.
Multiple check-in stations#
For large events, use several devices:
- Log each device into WordPress
- Open Events > Check-in
- Select the same event
All devices write to the same database. Statistics refresh on each device after its own check-in.
Network requirements#
Devices need internet access to validate codes and record check-ins. Export a CSV backup list from Events > Attendees in case the connection drops.
User permissions#
Users need the manage_woocommerce capability to open the page and to check people in. By default that is Administrator and Shop manager.
Events > Settings > Check-in has a Login Required option and an Allowed Roles list. These are saved but not read by the current version. Access is always controlled by manage_woocommerce.
For volunteer staff, create a role with only manage_woocommerce using a role editor plugin. Note that this capability also grants access to WooCommerce orders and settings.
Settings#
Events > Settings > Check-in lists Sound Feedback, Auto Clear, Clear Delay, and Multiple Check-ins. In the current version the scanner always plays sounds, never clears automatically, and never checks a ticket in twice, whatever these options are set to.
After the event#
Go to Events > Attendees, filter by event, and use the Check-in column to see who attended. Click Export CSV for a file with a Checked In column.
Troubleshooting#
Camera not working#
- Check browser camera permissions
- Use HTTPS; browsers block the camera on plain HTTP
- Try another browser or device
Slow scanning#
- Improve lighting
- Clean the lens
- Hold the ticket still
- Fall back to Manual Entry
Wrong statistics#
- Check the Select Event dropdown
- Reload the page
Network issues#
- Switch between WiFi and mobile data
- Use Manual Entry while the camera reconnects
- Keep the exported CSV handy