Setting Up Check-in
Hi.Events checks attendees in with check-in lists: you scan or search tickets at the door and see who has arrived. Every event gets a default check-in list automatically, and you can create more for different entrances, sessions, or days.
How to Get There
- Open your event
- Click Check-In Lists in the left sidebar (under Guest Management)
To start straight away, click Open Check-In at the top of the page, or the copy button next to it to copy the link. Both use the default list.
Creating a Check-In List
- Click Create Check-In List
- Give the list a Name (e.g. “Main Entrance”, “VIP Door”, “Day 2”)
- Leave Apply to all tickets on, or turn it off and select which tickets this list covers
- For recurring events, choose an Occurrence or leave it empty to cover all dates
- Click Show advanced options to add a Description for check-in staff, set an Activation date and Expiration date, and adjust the privacy switches (see below)
- Click Create Check-In List
A Check-In List Created confirmation then appears with the shareable link — use Copy to grab it, or Open Check-In Page to try it. Staff don’t need an account to use the link. Open it on any phone or tablet.
Staff Privacy Controls
Because the check-in link works without a login, each list controls what staff who open the link without signing in can see about attendees. Under Show advanced options, the What unauthenticated staff can see group has three switches:
- Attendee notes — internal notes on the attendee’s ticket
- Question answers — answers provided at checkout
- Order details — order number, purchase date, and the purchaser’s email
On the event’s default check-in list all three are off. Lists you create start with all three on, so turn off anything door staff don’t need before you share the link — anything left on is visible to everyone holding it.
Team members who are signed in to Hi.Events and have access to this event always see everything, regardless of these switches. Anyone else opening the link only sees what you’ve turned on.
Team Members and Check-in
Viewers can see your check-in lists but can’t create or change them. Checking people in happens on the check-in page, and anyone with a list’s link can use it, so give door staff the link rather than a dashboard login (see Managing Your Team).
The Check-In App
The check-in page has three tabs:
- Scan — check people in with the device camera, or plug in a USB barcode scanner. Includes sound and vibration feedback and a list of recent scans.
- Search — look up attendees by name, email, ticket number or seat, and tap to check them in or out. Orders awaiting offline payment can only be checked in if you’ve allowed it in your event settings.
- Stats — live progress: checked in, remaining and total, check-ins over the last few minutes, and per-ticket-type progress bars when the list covers more than one ticket type.
Each attendee can be checked in once per list — scanning the same ticket again shows an “already checked in” notice.
Check-in Needs an Internet Connection
Check-in works online only. If the device loses connectivity an Offline badge appears and check-ins and check-outs fail with “You are offline” — there’s no offline queue that syncs later. Make sure your venue has reliable Wi-Fi or mobile data at the door.
Undoing a Check-In
If someone is checked in by mistake, tap Undo on the confirmation, or find them in Search and check them out.
Recurring Events
For a list covering all dates, the app includes a date filter so door staff only see attendees for the session they’re working. Stats follow the selected date too.
Tips
- Create separate lists for different areas or sessions
- Turn off the privacy switches on new lists unless door staff genuinely need the extra details — the check-in link works without a login
- Monitor the Stats tab during arrival to see throughput in real time
Common Questions
Do door staff need a Hi.Events account?
No. Anyone with the check-in link can use it on a phone or tablet. The list’s privacy switches control what they can see about attendees.
Does check-in work without internet?
No. Check-in works online only, and there’s no offline queue that syncs later. Make sure the door has Wi-Fi or mobile data.
What happens if a ticket is scanned twice?
Each attendee can be checked in once per list. A second scan shows an “already checked in” notice.
Can I use a barcode scanner?
Yes. The Scan tab works with the device camera or a USB barcode scanner.
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