Check-In and Check-Out: The Manager's Guide to Event Day Attendance Tracking

Overview

Check-in and check-out are the most operationally critical moments of any event day. They are not formalities — they are the mechanism through which attendance is validated, deliverables are activated, and platform data remains accurate. This article explains how the process works, what your team needs to do, and how to handle the most common situations that arise on the day.

Why Check-In and Check-Out Matter

Every part of the post-event process — content tracking, deliverables validation, guest ratings, performance reporting, and guest reliability scores — depends on accurate attendance data. That data is captured through check-in and check-out.

Here is what check-in and check-out ensure:

Accurate attendance tracking — The system knows exactly who attended, when they arrived, and when they left. This is the foundation of reliable performance reporting.

Identity verification — Check-in confirms that the person presenting themselves at your venue matches the confirmed booking. This prevents uninvited individuals from participating in activations designed for specific, selected creators.

Deliverables activation — For creators, a successful check-in triggers the activation of their post-event deliverables. Without a valid check-in, their deliverables cannot be properly activated or validated.

Guest reliability records — The platform tracks punctuality and attendance reliability based on check-in data. This feeds into the guest rating system and long-term selection decisions.

Fair participation tracking — Accurate data ensures that every participant is properly recorded, every performance outcome is correctly attributed, and the system maintains integrity across all activations.

How the QR Code System Works

Each confirmed creator has a unique QR code generated within the app. This code is their ticket to the event — it identifies them, links to their confirmed booking, and validates their participation.

The QR code refreshes every 30 seconds. This is a critical security feature designed to prevent:

• Screenshots being shared with uninvited guests
• Identity usurpation (someone claiming another creator's booking)
• Duplicate check-ins using the same code
• Any form of gaming the attendance system

Creators must present their live, active QR code from within the app. A screenshot that is more than 30 seconds old will not scan successfully.

The Check-In Process

How creators present their QR code:

Creators open the app on their phone, navigate to the event screen, and display the live QR code. They can also present it directly from the event detail page.

How you scan it:

Your team uses the platform's scanning tool to verify each creator's QR code on arrival. A successful scan confirms the creator's attendance and records them as checked in.

What to do on arrival:

1. Greet each arriving creator professionally
2. Ask them to open their QR code in the app
3. Scan the code using the scanning tool
4. Confirm successful check-in
5. Welcome them to the experience

The check-in scan should happen at arrival — not after the creator has settled in or begun the experience. Getting this right from the moment guests arrive ensures data accuracy throughout the event.

The Check-Out Process

Check-out mirrors the check-in process. Before guests leave, their QR code should be scanned again to record their departure.

Why check-out matters:

• It records the duration of each creator's attendance
• It supports the punctuality dimension of the guest rating system
• It identifies any creators who may have left significantly early, which may affect their deliverable completion
• It closes the attendance loop cleanly, preventing any ambiguity about who was present for the full experience

Make check-out a standard part of your event flow. Brief your team before the event to remind guests to check out as they leave, just as they checked in on arrival.

Preparing Your Team

Before the event begins, ensure your entire front-of-house and hosting team understands the check-in and check-out process:

• Who is responsible for scanning creators on arrival and departure?
• Where will the check-in point be positioned?
• What does the scanning tool look like and how does it work?
• What should they do if a QR code will not scan?
• What should they do if a guest is not on the confirmed list?

A few minutes of briefing before the event can prevent confusion during the event. The check-in process should feel seamless for arriving guests — not like a source of friction or delay.

Common Event-Day Situations

The following scenarios come up regularly at events. Here is how to handle each one:

Guest Is Not on the Confirmed List

What to do: Proceed with confirmed attendees only. Do not include unconfirmed guests in the activation, regardless of how they present themselves or what they claim.

A guest who claims to have been invited but has no confirmed booking has not completed the participation process. Including them without confirmation undermines the integrity of the guest list and may create deliverable complications later.

If there is genuine uncertainty about a booking, contact the support team through the in-app chat to verify before making a decision.

QR Code Will Not Scan

What to do: Ask the creator to refresh their QR code by closing and reopening the event screen in the app. If the code still will not scan, ask them to show the event screen while you contact support for assistance.

Do not assume a scanning failure means the booking is invalid. Technical glitches happen. Support can verify the booking status and guide next steps in real time.

Creator Forgot Their Phone

What to do: Handle the situation according to your internal operations, while ensuring the creator is confirmed in the system before allowing participation.

Contact the support team and ask them to verify the booking using the creator's name and any identifying information they can provide. Do not allow unverified participation in the activation, even if the creator appears trustworthy.

Creator Claims to Be Invited but Is Not Confirmed

What to do: Confirmation is required. Only confirmed guests are eligible to participate in the activation.

A creator who received an invitation but did not complete the confirmation step has not secured their spot. Their invitation does not entitle them to attend. You may politely explain that participation requires a confirmed booking and direct them to the platform to resolve this for future events.

Multiple Guests Arrive Simultaneously

What to do: Prioritize maintaining a smooth and professional arrival flow. Scan guests in an organized sequence. If the volume is high, position additional team members at the check-in point to prevent a backlog.

Do not rush scans to manage the queue — a rushed scan is more likely to produce errors. A short wait is better than an inaccurate check-in.

A Guest Is Significantly Late

What to do: Check the platform for the event's late arrival policy. Generally, arrivals up to 15 minutes late are within acceptable range. Arrivals 30 minutes or more past the start time may warrant a decision about whether the creator can meaningfully participate in the remaining experience.

If a late arrival creates an operational issue or requires a decision that feels unclear, contact the support team.

What to Do If Check-In Is Compromised

If a technical issue prevents multiple guests from checking in — for example, the scanning tool is malfunctioning or guests are unable to access their QR codes — contact the support team immediately through the in-app chat.

Do not continue the event without attempting to resolve the issue. Accurate attendance data is essential to the post-event process. If the issue cannot be resolved in real time, the support team will advise on the best path forward and document the situation so it can be reviewed afterward.

When to Contact Support

Contact the support team through the in-app chat on event day when:

• A QR code cannot be scanned after troubleshooting
• A creator cannot access their QR code at all
• Several guests cannot be checked in and the event is being affected
• Attendance tracking appears to be compromised for any reason
• A live event situation requires urgent operational support
• You are uncertain whether to allow a specific guest to participate

Summary

Check-in and check-out are mandatory, system-critical steps that validate attendance, trigger deliverables, and maintain the integrity of all post-event data. Creators present a live QR code (refreshed every 30 seconds) which your team scans on arrival and departure. Only confirmed guests participate — no exceptions. Brief your team before every event, ensure the check-in point is clearly set up, and know how to handle common situations including unconfirmed guests, scanning failures, and late arrivals. Contact support immediately for any live event situation that cannot be resolved on-site.

Updated on: 01/05/2026