How does in-person check-in work?

Angie Kwan

Aug 10, 2023 10:22 AM

In-person check-in allows you to track attendance for in-person and hybrid events.

There are 2 types of check-in available if you create an in-person or hybrid event: admin check-in and self check-in. On the Guests step, you'll be able to adjust these settings.

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.

The contact person will be notified via email and Slack 1 hour before the event begins to start checking in guests.

If in-person check-in is added within 1 hour of the event starting, the contact person will receive the notification as soon as the event is published.

Any admin that has access to the event will see a banner on the insights page to open the check-in experience.

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, find the employee using the search bar to add them into the event.

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, choose between Slack and email notifications. You can schedule when you'd like the notifications to go out to confirmed guests.

Our recommendation is to set this to 10 minutes before the event, but this can vary depending on the type of event.

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

Frequently asked questions

Where can I see attendance data?

Download the CSV to see if a guest is a show (confirmed and checked in), no-show (confirmed and not checked in), or drop-in (not confirmed and checked in).

You'll also be able to see if the guest attended through Zoom, in-person, or both.

Can I check in an employee who didn't RSVP to the event?

Yes! Search for the 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 experience 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 modifying check-in settings to my event?

  • Admin check-in: You can add or modify until the end time of the event.
  • Self check-in: You can add or modify until the end time of the event. If self check-in notifications have already been sent to guests, this section will be disabled. If guests confirm after the check-in notification has sent, they will get the check-in notifications right after they confirm.

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

Yes, admins can still update in-person check-in after an event is over using the Update 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're already marked as attended because they joined the Zoom meeting. You can still check them in for in-person attendance. Epoch will track that they attended both virtually and in-person.

If your guest has a self check-in badge, they already checked themself in through the Slack or email notification. They'll automatically be moved to the "Checked in" tab. 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.

Contact us