Self Check-In Kiosks

Self check-in kiosks let attendees scan their own QR code, verify their details, and print their badge — no staff needed. This reduces queue times and frees up your team.

How Self Check-In Works

1. Place a tablet or touchscreen at the venue entrance.
2. Open the Kiosk Mode in the EventHex check-in interface.
3. Attendees approach the kiosk and scan their QR code (from email or mobile).
4. The kiosk displays their name and details for verification.
5. Their badge prints automatically from the connected printer.
6. Attendee takes their badge and enters the event.

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Set Up Kiosk Mode

1. Go to Attendance → Check-in on the kiosk device.
2. Click Kiosk Mode to enter the self-service interface.
3. The screen shows a large QR scanner window.
4. Connect a badge printer to the kiosk device.
5. Configure auto-print so badges print immediately after scanning.

Hardware Requirements

Component	Recommendation
Device	iPad, Android tablet, or touchscreen laptop
Camera	Front-facing camera for QR scanning
Printer	Thermal badge printer connected via USB or Wi-Fi
Stand	Tablet floor stand or counter mount
Internet	Wi-Fi connection (offline mode available as fallback)

Tip

Use iPads on floor stands for the most professional kiosk setup. Position them at attendee eye level with clear signage saying “Self Check-In.”

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Kiosk Display

The kiosk interface shows:

• Welcome screen — event branding with “Scan Your QR Code” prompt
• Scanner — live camera view with QR code detection
• Confirmation — attendee name, photo, and ticket type after successful scan
• Error screen — message if QR code is invalid or already used

The interface is designed for simplicity — large fonts, clear buttons, and minimal text so attendees can use it without assistance.

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Multiple Kiosks

For large events, deploy multiple kiosks:

1. Set up each kiosk device with its own check-in instance.
2. Assign a badge printer to each kiosk.
3. All kiosks connect to the same event data — any kiosk can check in any attendee.
4. Track check-in volume per kiosk in the analytics dashboard.

Recommended Kiosk Count

Event Size	Kiosks
100–300 attendees	1–2 kiosks
300–1,000 attendees	3–5 kiosks
1,000–5,000 attendees	5–10 kiosks
5,000+ attendees	10+ kiosks with staff-assisted lanes

Note

Always have at least one staff-assisted check-in lane alongside kiosks. Some attendees may need help with QR codes, name changes, or other issues.

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Fallback: Name Search

If an attendee doesn’t have their QR code, the kiosk supports manual lookup:

1. Attendee taps “Can’t find your QR code?” on the kiosk screen.
2. They type their name or email.
3. The kiosk finds their registration.
4. Staff verifies their identity (ID check).
5. Check-in and badge print proceed normally.

Caution

Name-based lookup should require staff verification to prevent unauthorized check-ins. Don’t allow fully self-service check-in by name alone.

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Best Practices

• Clear signage — place signs directing attendees to the kiosk area
• Test before doors open — run through the entire flow: scan, display, print
• Power management — ensure kiosk devices are plugged in or fully charged
• Standby staff — position one staff member near kiosks to assist if needed
• Printer paper — load extra badge stock before the event starts