Setting Up Check-In & QR Codes

EventHex provides a built-in check-in system using QR codes and the Scanner App. Track who arrived, monitor check-in rates in real time, and manage multiple check-in points.

Access Check-In

Go to Attendance → Check-in in the left sidebar.

The check-in page shows:

• Attendance KPIs — total check-ins, pending, check-in rate, no-show rate
• Registrations list — each attendee with their check-in status

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How QR Codes Work

Every registered attendee receives a unique QR code:

1. Attendee registers for your event.
2. A unique QR code is generated and included in their confirmation email.
3. The QR code is also available in the attendee’s digital ticket/badge.
4. At the event venue, staff scan the QR code using the EventHex Scanner App.
5. The attendee is marked as “Checked In” instantly.

Note

QR codes are unique per registration. If an attendee registered for multiple tickets, each ticket has its own QR code.

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The EventHex Scanner App

EventHex has a dedicated scanner app for check-in:

Platform	Download
iOS	Available on the App Store
Android	Available on the Google Play Store

Set Up the Scanner App

1. Download the EventHex Scanner App from the App Store or Google Play.
2. Log in with your EventHex organizer account.
3. Select the event.
4. Choose the check-in instance (if you have multiple entry points).
5. Point the camera at an attendee’s QR code to scan.

Scanner App Features

Feature	Description
Fast scan	Scans and validates QR codes in under a second
Offline mode	Works without internet — syncs when reconnected
Duplicate detection	Alerts if a QR code has already been scanned
Attendee details	Shows name, ticket type, and photo after scanning
Manual search	Look up attendees by name or email if QR code is unavailable

Tip

For large events, set up multiple devices with the Scanner App at different entry points. All devices sync to the same check-in data in real time.

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Check-In Instances

Instances let you create multiple check-in points for your event:

1. Go to Attendance → Check-in.
2. Click Manage Instances.
3. Click + Instance to create a new check-in point.
4. Name the instance (e.g., “Main Entrance”, “VIP Entrance”, “Session Room A”).
5. Assign which ticket types this instance covers.
6. Deploy a scanner device for each instance.

Use Cases for Multiple Instances

Scenario	Instance Setup
Multiple entrances	Main Gate, Side Entrance, VIP Entrance
Session check-in	One instance per session room
Multi-day event	Day 1 Check-in, Day 2 Check-in
Zone access	Exhibition Hall, Conference Area, Workshop Zone

Note

Each instance tracks its own check-in count independently. The main dashboard aggregates all instances.

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Manual Check-In

If the Scanner App isn’t available, check in attendees manually:

1. Go to Attendance → Check-in.
2. Find the attendee in the list (use search or filters).
3. Click the Check In button next to their name.
4. The status updates to “Checked In” with a timestamp.

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Undo a Check-In

If someone was checked in by mistake:

1. Find the attendee in the check-in list.
2. Click the Undo button next to their checked-in status.
3. Their status reverts to “Not Checked In”.