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How Check-in Works

CompleteEvent includes a built-in check-in tool that works in two ways: a web-based scanner that runs in any mobile browser, or the CompleteEvent iOS app which uses the device camera for faster, more reliable scanning and supports full offline mode. When an attendee registers, they receive a confirmation email containing a unique QR code. At the event, staff scan this QR code to mark them as checked in.

The web-based scanner requires a device with a camera (any smartphone or tablet) and an internet connection. It works on iOS Safari, Android Chrome, and desktop browsers with a webcam. The native iOS app is recommended for large events or venues with unreliable connectivity.

Opening the Check-in Scanner

1. Open your event in the CompleteEvent dashboard.
2. Click Check-in in the event navigation.
3. Click Open scanner. Your browser will request camera permission — click Allow.
4. Point the camera at an attendee's QR code. The scanner will automatically detect and process the code.

When a valid QR code is scanned:

• The screen flashes green and shows the attendee's name.
• The attendee is marked as checked in with the current timestamp.
• The scanner immediately resets and is ready for the next scan.

If a QR code is invalid, cancelled, or has already been used, the screen flashes red with a brief error message. Staff can decide how to handle edge cases manually.

Badge Printing on Check-in

CompleteEvent can print a name badge the moment an attendee checks in — no pre-printing required. Badges are sent to your connected printer automatically after each successful scan.

Setting up on-demand badge printing

1. Go to Badges in the event navigation and design your badge template — choose size, fields, logo, colors, and whether to include a QR code.
2. Click Save Template. This persists the design so the check-in scanner can load it.
3. Click Test Print to send a sample badge to your printer and verify the layout and size before attendees arrive.
4. Once satisfied, go to the Check-in page. A Badge Printingpanel will appear below the scanner controls (it only appears when a saved template exists).
5. Toggle Auto-print on check-in. It is off by default — enable it only after you have confirmed the printer is working correctly.

From this point, every new check-in opens a print dialog targeting your connected printer. Already-checked-in scans do not trigger printing. A Print Badge button appears on the success card so you can manually reprint for any attendee.

Tip: Use Test Print and Print Last Badgeto verify alignment, then enable auto-print. Starting with the toggle off means a bad printer connection does not interrupt the check-in flow.

Running Multiple Check-in Stations

For large events, open the check-in scanner on as many devices as you need simultaneously. All devices share the same real-time attendee database — if a person is checked in on one device, their code will show as already used on any other device immediately.

A general staffing guideline: plan for 1 check-in station per 50 expected arrivals in the first hour. If your event starts at 9:00 AM and you expect 300 people to arrive between 8:30 and 9:15, that's roughly 6 stations. Under-staffing check-in is the single biggest cause of poor first impressions at events.

Kiosk Mode

For dedicated check-in tablets, Kiosk Mode provides a full-screen, distraction-free interface designed specifically for event staff. To enable it, click Kiosk Mode in the event navigation or go to Check-in → Kiosk Mode.

Kiosk Mode differences from the standard scanner:

• Fills the full screen — the address bar, navigation, and dashboard chrome disappear.
• Shows a large, high-contrast result screen: green for a successful check-in, amber for already checked in, and red for an invalid or cancelled code.
• The input field auto-focuses and auto-resets after 3 seconds so the next attendee can scan without staff touching the screen.
• Works with USB or Bluetooth barcode scanners as well as camera-based scanning.

Kiosk Branding

The kiosk can be branded to match your event. Go to Check-in → Kiosk Settings → Branding to configure:

• Background color — defaults to near-black; any hex color is accepted.
• Accent color — applied to the primary Check-In button, the scan frame border, and the Walk-In Sign-In button.
• Text color — defaults to white; adjust for light backgrounds.
• Logo URL — paste a link to your event or org logo. Displayed above the welcome title. Transparent PNGs work best on dark backgrounds.
• Background image URL — a full-bleed photo or graphic behind the kiosk UI. A dark overlay is added automatically so text stays readable.
• Welcome title — replaces the default “Scan or Enter Code” heading.
• Welcome subtitle — an optional line of secondary text below the title.

Branding is saved to the event and takes effect the next time the kiosk is opened. Changes can be made at any time from Kiosk Settings without restarting the kiosk.

Kiosk auto-print badges

In Kiosk Settings → Branding, you can enable Auto-print badge on check-in. This requires a saved badge template (design and save one from the Badges page first). When enabled, every successful check-in and walk-in sign-in automatically prints a badge. The setting is off by default — use the Test Print button on the Badges page to verify your printer before enabling it.

Thermal Printer (Zebra)

The kiosk supports USB Zebra label printers via WebUSB, available in Chrome and Edge on desktop. When a thermal printer is connected, badges are sent directly to it as ZPL — no print dialog appears. This is the fastest option for high-volume check-in stations.

1. Plug your Zebra printer into the kiosk computer via USB.
2. Open kiosk mode in Chrome or Edge.
3. Tap the Printer button in the top-left corner.
4. Tap Connect Zebra Printer and select your printer from the browser prompt.
5. The button turns green once connected — badges now print directly to the thermal printer.

If no Zebra printer is connected, badges fall back to the browser print dialog as usual. Compatible with Zebra ZD-series, GK420, and most Zebra USB printers.

Find attendee by name

The kiosk has a Find by Name mode alongside the QR scanner. Switch to it using the tabs in the top-right corner. Staff type an attendee's name; matching confirmed registrations appear immediately. Tap a result to check the attendee in — a badge prints if auto-print is on. Already-checked-in attendees are shown with a reprint option.

PIN Lock

The kiosk PIN lock prevents attendees from accidentally exiting kiosk mode. When a PIN is set, the “Exit kiosk” link is replaced by a lock icon. Tapping it shows a full-screen numpad — staff enter the correct PIN to navigate back to the dashboard.

To configure the PIN:

1. Go to Kiosk Settings → Exit PIN Lock.
2. Enter a 4–6 digit PIN and confirm it.
3. Click Set PIN.

The PIN is verified server-side and is never stored in the browser or exposed in page source. To remove it, click Remove PIN in the same settings panel.

Tip: Set the PIN before entering kiosk mode, not after. If you forget the PIN, a dashboard admin can remove it from Kiosk Settings on any authenticated device.

Walk-In Sign-In (No Pre-Registration Required)

For drop-in events, open houses, or any event where attendees are not expected to register in advance, you can enable Walk-In Sign-In on the kiosk. When enabled, a “Walk-In Sign-In” button appears on the kiosk screen alongside the QR scanner.

Attendees who walk up without a confirmation code tap the button and fill in their information directly on the kiosk. Their record is created and checked in immediately — no email or QR code needed. The same confirmation is shown as a regular check-in (green flash with the attendee's name). If auto-print is enabled, a badge prints for walk-ins too.

Configuring Walk-In Sign-In

1. From the check-in hub, click Kiosk Settings.
2. Under Walk-In Sign-In, check Enable walk-in sign-in at the kiosk.
3. Choose which optional fields to collect: phone number, company, and/or job title. First name, last name, and email are always required.
4. Optionally enable consent checkboxes so attendees can opt in to communications from your organization and/or notifications about future events. These checkboxes are pre-unchecked and entirely voluntary.
5. Click Save Settings, then open Kiosk Mode.

Walk-in sign-ins appear in your registrations list alongside pre-registered attendees and are tagged as walk-in records. If the same email address signs in twice for the same event, the kiosk shows an “Already checked in” message instead of creating a duplicate.

Tip: Walk-In Sign-In and QR scanning are active at the same time. You can have one staff member scanning pre-registered attendees while a walk-up queue self-serves on a second tablet.

Session Check-in

For conferences and workshops, you can track attendance at individual sessions — not just at the event level. From the session detail page in your dashboard, use the Session Check-in panel to check attendees into a specific session using their confirmation code.

Session check-ins are recorded separately from event check-in. An attendee can be checked in at the event level (main entrance) and also at one or more individual sessions they attend. Session attendance data is visible in the session detail view.

Manual Check-in

If an attendee does not have their QR code (deleted the email, no phone battery, etc.), you can check them in manually:

1. Click Manual check-in next to the scanner button.
2. Search for the attendee by name or email.
3. Click their name in the search results to check them in.

Manual check-in records the same timestamp and check-in status as QR scan check-in.

The Attendee's QR Code

The QR code is included in the registration confirmation email as both an inline image and an attached image. Attendees can:

• Show the email on their phone screen for scanning.
• Print the email before the event.
• Access their registration at completeevent.app/my-schedule?code=XXXX — this page also shows the QR code and the attendee's personal schedule.

If an attendee has lost their QR code, they can request it be resent from the registration confirmation page, or you can look them up manually and check them in without the QR code.

Viewing Check-in Progress

The check-in page shows a live count of checked-in vs. total registered attendees. The registrations list (Registrations tab) also shows each attendee's check-in status and the timestamp of their check-in.

To see everyone who has not yet checked in (useful near the end of registration), filter the registrations list by check-in status “Not checked in”.

Certificate of Attendance

If you have enabled the certificate of attendance feature (Event Settings → Certificate), attendees can download a personalized PDF certificate after they have been checked in. The certificate is accessible at completeevent.app/certificate?code=XXXX. The URL is included in the post-event follow-up email.

The certificate includes the attendee's full name, event name, event date, and your organization's name. Certificates are generated server-side as PDFs and are print-ready.

Offline Mode

The CompleteEvent iOS app supports full offline check-in. When you open the check-in scanner, the app caches the full attendee list locally on the device. If connectivity drops during the event, scanning continues uninterrupted — check-ins are queued and automatically synced back to the server when the connection returns.

The web-based scanner also supports offline mode. Use the Download Attendee List button on the check-in page to cache attendees locally. If connectivity drops, scanning continues from the cache. A pending sync indicator shows how many check-ins are queued, and they sync automatically when the connection returns.

Tip: Always test the check-in scanner with a real QR code and a real device at least one day before the event. Camera permissions on mobile browsers can behave differently depending on the browser version. Test on the specific devices you plan to use on event day — and run a Test Print if using badge printing.