Event-day operations

Check-in Guide

Use the manager screen for full control or issue the tokenised scanner link to trusted event-day staff.

Events Plus 0.3.302

Prepare before doors open

  • Confirm all test bookings and cancelled attendees are resolved.
  • Open My Events and select Check In.
  • Check total and checked-in counts.
  • Test search by name, booking reference, email, and phone.
  • Test the staff scanner link on the actual phones and venue network.
  • Keep a recent attendee PDF or CSV as a controlled fallback.
  • Agree who can override an invalid or already-used ticket.

Manager check-in

  1. Open the event’s Check In page while signed in as its manager or an administrator.
  2. Search for the attendee.
  3. Check name, booking reference, ticket type, selected days, and status.
  4. Select Check In.
  5. If a mistake is made, use Undo Check In and record the reason operationally.

Staff scanner

  1. On the manager check-in page, display the staff scanner QR/link.
  2. Allow only trusted staff to open it.
  3. Staff scan the attendee QR code or enter a booking reference/name.
  4. Review the returned attendee and validity message.
  5. Confirm check-in.
  6. Use recent check-ins on the phone to verify what that device processed.

The scanner URL contains an event-specific token and can work without a WordPress staff login. It validates the event, ticket, current event day, and whether the ticket was already used.

Handle common exceptions

  • Already checked in: verify identity and ask a lead before overriding anything.
  • Not valid today: compare the ticket’s selected days with the current event day.
  • No ticket found: search by full name, email, phone, and booking reference; then check the attendee export.
  • Payment receipt but no ticket: do not create an improvised duplicate payment. Escalate to the manager.
  • No network: use the controlled offline list and reconcile check-ins when connectivity returns.

Scanner security

  • Do not post the staff scanner QR publicly.
  • Reset the scanner token if the link is shared outside the authorised team.
  • A reset immediately invalidates old scanner URLs.
  • Review the recent check-in audit in Stats after the event.
  • Close browser tabs on shared devices when the shift ends.