Check-in System

Check attendees in at your event using QR codes or manual search. The web-based scanner works on any device with a camera.

Accessing check-in

Go to Events > Check-in in your WordPress admin. This page works on desktop computers, tablets, and phones.

For quick access at events, bookmark the URL or create a home screen shortcut on your device.

Check-in dashboard

The check-in page shows:

Event selection

Select which event you are checking in for. The dropdown shows upcoming and ongoing events.

Statistics

Real-time numbers update as you check people in:

• Registered: Total attendees for the event
• Checked In: How many have arrived
• Remaining: Still expected
• Check-in Rate: Percentage attended

QR scanner

The main scanning interface. Click to start the camera.

Manual entry

Enter ticket codes directly if QR scanning is not available.

Attendee search

Search by name or email for attendees who do not have their ticket.

Recent check-ins

List of the last few people checked in, showing name and time.

QR code scanning

Starting the scanner

• Go to Events > Check-in
• Select your event
• Click Start Scanner
• Allow camera access when prompted
• Point at a ticket QR code

Successful scan

When a valid ticket scans:

• Green confirmation appears
• Attendee name displays
• Statistics update
• Entry added to recent list

Error messages

Camera selection

If your device has multiple cameras:

• Click the camera switch icon
• Select the camera to use
• Usually the rear camera works best

Tips for scanning

• Hold the ticket steady
• Ensure good lighting
• Keep 6-12 inches from the QR code
• If scanning fails, try manual entry

Manual entry

When QR scanning does not work:

• Find the ticket code on the attendee's ticket
• Enter it in the Manual Entry field
• Click Check In or press Enter
• The system validates and checks in

Ticket codes are alphanumeric strings like EMWC-ABC123DEF.

Attendee search

For attendees without their ticket:

• Click Search Attendees
• Enter the person's name or email
• Results show matching attendees
• Click Check In next to the correct person

This is useful when:

• Attendee forgot their ticket
• Phone battery died
• Email confirmation not accessible

Check-out feature

Some events need to track exits:

• Multi-day events with daily limits
• Venues with capacity restrictions
• Events where people may leave and return

Enabling check-out

Check-out is available by default. After checking someone in:

• Find them in recent check-ins
• Click the Check Out button
• They can now check in again

Use cases

• Conferences: Track session attendance
• Festivals: Count people inside the venue
• Multi-entry: Allow re-entry same day

Multiple check-in stations

For large events, set up multiple devices:

• Each device logs into WordPress
• Navigate to Events > Check-in
• Select the same event
• All devices can check in attendees

Check-ins sync in real-time. The statistics update across all stations.

Network requirements

Devices need internet access to:

• Validate ticket codes
• Update attendee status
• Sync with other stations

Consider backup options (manual lists) for unreliable connectivity.

User permissions

Control who can check in attendees:

Default roles

These WordPress roles can access check-in:

• Administrator
• Shop Manager

Custom access

In Events > Settings > Registration, configure which roles can use check-in.

Check-in only role

For volunteer check-in staff who should not access other admin areas:

• Create a custom role with a plugin like User Role Editor
• Grant only the emwc_checkin capability
• Assign this role to check-in volunteers

Offline considerations

The check-in system requires an internet connection. For events with poor connectivity:

Before the event

• Export the attendee list to CSV
• Print a backup list sorted by name
• Mark check-ins manually if needed
• Update the system after the event

Updating later

If you checked people in manually:

• Go to Events > Attendees
• Filter by your event
• Select attendees who attended
• Use bulk actions to mark as checked in

Statistics and reports

During the event

The check-in dashboard shows live statistics. Use these to:

• Know when most attendees have arrived
• Identify no-shows
• Track capacity in real-time

After the event

Go to Events > Attendees and filter by event to see:

• Final attendance numbers
• Check-in timestamps
• Who did not attend

Export this data for post-event analysis.

Troubleshooting

Camera not working

• Check browser permissions
• Try a different browser
• Ensure HTTPS (required for camera access)
• Test on a different device

Slow scanning

• Improve lighting conditions
• Clean the camera lens
• Hold the ticket steady
• Try manual entry

Wrong event statistics

• Refresh the page
• Check the event selection
• Ensure no filters are applied

Network issues

• Check internet connection
• Try mobile data instead of WiFi
• Use manual entry if scanning fails
• Keep backup attendee list ready