Check-in & Attendance
This guide covers how to check people into your event using Sero’s check-in system. Most attendees will scan QR codes, but you’ll also need to handle people who can’t find their codes and walk-in registrations.
Before Your Event: Set Up Check-In
Get your check-in system ready before attendees start arriving.
Access the Check-In Interface
- Go to your event’s management page
- Find the quick navigation buttons at the top
- Click “Check In”
- Allow camera access when prompted
You’ll see the check-in screen with three elements:
- QR code scanner: The main camera view for scanning attendee QR codes
- Guests button: Opens your guest list for manual check-ins
- Event QR Code button: Displays a QR code for on-site registration
Prepare Your Physical Setup
Physical setup:
- Ensure good lighting for QR code scanning
- Create enough space to prevent crowding
- Post clear signage directing people to check-in
Staffing:
- Have at least one person managing check-in
- For large events, consider multiple check-in stations
- Brief staff on all three check-in methods
Technology:
- Test camera access and QR scanning before attendees arrive
- Have a backup device ready
- Ensure your device batteries are fully charged and/or you have a charger accessible, especially for larger events
Add Extra Check-In Help
If you need venue staff or additional organizers to help with check-in, set them up with proper access in advance.
How to give someone check-in permissions:
- Have them create a Sero account (if they don’t already have one)
- Add them as an organizer to your event
- Grant them either “admin” or “approval” (recommended) permissions
- These permission levels allow them to check people in using any of the three methods
When this is useful:
- Large events requiring multiple check-in stations
- Venue staff who can help manage entry
- Co-organizers who need full event management access
- Backup check-in operators in case of technical issues
Important: Set up these permissions before your event day. Don’t wait until check-in starts to try adding new organizers. Add more organizers than you think you’ll need, just in case.
Learn more about managing team permissions in our team collaboration guide.
Method 1: QR Code Scanning (Fastest: 5-10 seconds per person)
Your main check-in method. Every approved attendee receives a QR code in their acceptance email and all future event emails.
Scan the Code
- Attendee shows their QR code on their phone
- Point your camera at the code
- System automatically scans and checks them in
- Confirmation notification appears
Keep Lines Moving
Before they reach the front: Tell waiting attendees to have QR codes ready and screen brightness turned up.
If codes won’t scan:
- Ask them to increase screen brightness (especially outdoors)
- Try different angles or distances
- Switch to manual check-in if scanning fails repeatedly
Method 2: Manual Guest List (Medium: 15-30 seconds per person)
Use this when attendees can’t display their QR code or when scanning isn’t working.
How to Check Someone In Manually
Manual Check-In Process
- From the check-in screen, click the “Guests” button
- Find the person’s name (use search for large guest lists)
- Click the check-in button next to their name
- They’re now checked in
You can check in anyone regardless of their current status - pending, accepted, or any other state. Discuss with your team how to handle unapproved attendees before the event starts.
Fix Check-In Mistakes
If you accidentally check someone in:
- Find their row in the guest list
- Scroll to the far right of their row
- Click the three-dot menu
- Move them to a different state
Method 3: On-Site Registration (Slowest: 1-2 minutes per person)
Decide your policy in advance: Will you accept walk-ins? Communicate this to check-in staff before the event starts.
When someone arrives who hasn’t registered, help them sign up on-site:
Register Them On-Site
- Confirm they haven’t registered (check the guest list first)
- From the check-in screen, click “Event QR Code”
- Show them the QR code
- Have them scan it with their phone to reach your event page
- Ask them to step aside while they complete registration
- Once they register, refresh your guest list and check them in manually
Learn more about managing registrations in our registration management guide.
Troubleshooting Common Issues
Technical Problems
| Issue | Troubleshooting Steps |
|---|---|
| QR code won’t scan | • Check lighting conditions
|
| Can’t find someone in guest list | • Double-check spelling of their name
|
| System is slow or unresponsive | • Check your internet connection
|
Attendance Issues
Person claims they registered but aren’t in the system:
- Search by email address and alternate name spellings
- Check if they registered for a different event
- Verify the email address they used
- Consider allowing them to re-register if they can’t be found
Multiple people with the same name:
- Check company or role information
- Ask for the email they used to register
- Check full profile by clicking on the person’s row
During Your Event: Monitor Check-In
Track attendance in real-time through your event dashboard. You can see:
- Total number of people checked in
- Check-in rate (percentage of registered attendees who arrived)
- Number of attendees still expected
This data helps you understand attendance patterns for future events.
After Check-In: Leveraging Attendance Data
Once attendees are checked in, they can fully participate in your event. The system maintains records of who attended, which you can use for:
- Follow-up communications to attendees
- Planning future events based on attendance patterns
- Building relationships with people who consistently attend
- Understanding which promotional channels drive actual attendance
For guidance on post-event follow-up, see our messaging guide and best practices.