How does check-in work?

Angie Kwan

Jun 10, 2024 12:43 PM

Check-in allows you to track attendance for all events. Understand the success of your events by capturing accurate attendance data.

There are 2 types of check-in: 

  1. Admin check-in: This is a check-in tool that allows admins to check in guests on each event's insights page.
  2. Self check-in: This is a notification that can be sent to registered guests to check in themselves through Slack or Epoch.

Admin check-in

Admin check-in is best for events that have dedicated event hosts at the door to verify guests' attendance. For example, you could use this feature for an offsite where verifying attendance for reporting and budgeting is important.

Admin check-in is available for all events on Epoch. Any admin that has access to the event will see a banner on the insights page to open the check-in manager. This appears 1 hour before the event begins.

Click on the banner to see the full guest list (excluding cancelled guests), as well as guests who are already checked in.

If there are drop-ins, search for any employee by using the search bar to check them into the event.

If you're short on resources to check in guests or looking to import attendance data from other conferencing platforms such as Google Meet, use our estimated attendees feature.

Click on the Estimated attendees button to enter a number. If your event has a feedback form, select the guests you would like to send the feedback form to.

Click Save. You'll be redirected to the insights page, where you can see the attendees badge with the estimated attendees number. The tilde symbol represents an estimated count.

Note that estimated attendees will replace any existing attendance data. This means if you checked in a guest, this information will not appear anymore. You also won’t get any attendee information, like department and location. You can always remove the estimate to restore check-in data.

To learn more, read our article on estimated attendees.

Self check-in

Self check-in is best for events that need a lightweight way to track attendance, or where admins wouldn't be present or available to check in guests. For example, you could use this feature for a casual happy hour where you'd like rough numbers for who showed up.

To set up self check-in notifications, choose between Slack and email. You can schedule when the notification should go out to registered guests.

We recommend setting this to 10 minutes before the event, but this can vary depending on the type of event.

Registered guests will receive the notifications through Slack, email, or both channels depending on your settings. Self check-in is a one-click experience.

Note that if guests have any other RSVP, like maybe or cancelled, they will not receive the self check-in notification.

Frequently asked questions

Where can I see more attendance data?

Download the CSV to see if a guest attended and how they were marked as attended (i.e. check-in or Zoom).

To see shows, no-shows, and drop-ins:

  • Shows: Filter for "going" in the rsvp_status column and filter for "attended" in the attendance column 
  • No-shows: Filter for "going" in the rsvp_status column and filter for "(Blanks)" in the attendance column
  • Drop-ins: Filter out "going" in the rsvp_status column and filter for "attended" in the attendance column

Can I check in an employee who didn't register for the event?

Yes! Search for any employee's name and click on the icon to check them in for the event.

Can multiple admins check in guests at once?

Yes! As long as the admin has access to the event, they can see the check-in manager on the insights page.

You will need to refresh the page to see real-time updates if multiple admins are checking in guests at the same time.

Is there a cutoff time for adding or editing self check-in settings for my event?

You can add or edit the self check-in setting until the end time of the event.

If the self check-in notification has already been sent to registered guests, this setting will be disabled. If guests register after the self check-in notification has sent, they will get the self check-in notification right after they register.

Can I update check-in after an event is over?

Yes, admins can update check-in up to 30 days after the event ends. Click the Check-in button on the insights page.

Note that employees won't be able to access self check-in after an event is over.

What are the "Zoom" and "Self check-in" badges?

When you're checking guests in for your event, you may see that some have a Zoom or Self check-in badge next to their name.

If your guest has a Zoom badge, they will already be checked in automatically because they joined the Zoom meeting. Admins are still able to undo check-in if they verify that this person is not actually present at the event.

If your guest has a Self check-in badge, they already checked themself in through the Slack or email notification. They will appear as checked in automatically. Admins are still able to undo check-in if they verify that this person is not actually present at the event.

Want access to a beta feature?

Get in touch with our customer experience team. We'll reach out with next steps.

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