What is Event Check-in?
When you host an event in your space, like a happy hour, a workshop or a member dinner, you usually know who RSVP'd, but not who actually came. Someone ends up at the door with a printed list and a pen, and that list never makes it back into your records.
Event Check-in adds an Event option to your Front Desk Checkin tablet. Attendees tap it, pick today's event, find their name on the RSVP list and check in. Each check-in is saved to the event's Attendees tab with a timestamp, so you can see attendance in real time and keep it after the event ends.
Before you start: you'll need the Front Desk Checkin tablet app set up, and at least one event in Coworks with RSVPs. If you haven't done either yet, see About The Front Desk/Visitor Checkin Tablet App and How do I create an Event in Coworks?
How to turn on Event Check-in
In your dashboard, go to Community -> Settings.
Click the Checkins tab
Under Event Checkins, turn on Enable event check-in on front desk tablet.
When it's on, the Event option appears on your front desk tablet the next time someone starts a check-in. Turning it off removes the option. This setting doesn't change Member or Visitor check-ins.
How attendees check in on the tablet
1. Choose 'Event' option from the Front Desk Check-in options
From the tablet's home screen, the attendee taps Check-in/out, then chooses Event. The badge on the Event card shows how many events are scheduled today.
2. Search from today's events
The tablet shows every event happening today only. An event that's already started is marked Happening now, and events still to come are marked Later today. Past events will also be shown with a 'past' label. Each card shows the event's time and room.
3. Find yourself in the attendee list
The attendee starts typing their name, and the RSVP list for that event filters as they type. Members show their company name, and non-members show as Guest. Anyone who has already checked in is marked Checked in.
4. Confirm and check in
The attendee taps their name, checks that the name and event are correct, and taps Check in. If they picked the wrong person, Not you? Go back returns them to the list.
5. Done
A confirmation screen appears, and the tablet goes back to the home screen on its own after a few seconds, ready for the next person. They can also tap Done to go back right away.
Checking in from a phone
Attendees can also check in from their own phone, by scanning a QR code which helps keep a line from forming at the tablet when a big group arrives at once. To enable this, turn on "QR Code Scan" from your check-in settings.
Managing Check-ins/Attendees
Managers can see who has checked in to the event from the admin dashboard.
To do this:
Go to the calendar tab and find your event in the calendar. Click on the event and go to the Attendees tab.
At the top you'll see how many RSVPs have checked in (for example, 6 of 8 RSVPs · 75%).
Use the All, Checked in and Not yet filters to sort the list. Each attendee's row shows their type (Member, Guest or Manager), their ticket count, and when they checked in.
Check-ins List and Reports
Member/Guest event check-ins also appear on your Checkins page, with Event as the check-in reason.
You can also view the checkin dates of each attendee in the attendee report as well as some check-in metrics in the events report for each event.
Tip: The attendee report is located on the event detail page in the calendar in the Attendees tab. Click 'Download report' to get a CSV of all attendees and when they registered or checked in.
Related Articles
Happy Coworking!