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Check-in ​

On event day, check-in is how you turn a barcode into "this person is in the room." BagEvent checks people in by their e-ticket barcode, works with or without dedicated check-in desks, and keeps a running log of who came through. This page covers the Check-in page in the organizer app.

Every confirmed attendee has a unique barcode on their e-ticket. Scanning or typing that barcode is what records the check-in.

Check-in window per ticket type ​

Each ticket type can carry an optional check-in window — a Check-in start and Check-in end time set on the ticket under Tickets.

  • Before the start time, a scan for that ticket is rejected: check-in has not started for this ticket.
  • After the end time, a scan is rejected: check-in has ended for this ticket.
  • Leave the window empty to allow check-in at any time.

The window is per ticket, so you can, for example, open VIP check-in an hour before general admission, or close a workshop's door once the session begins.

TIP

Set check-in windows only when you actually need to gate entry by time. If you leave them blank, any confirmed ticket can be checked in whenever you scan it.

Scanning e-tickets ​

The fastest path is the Scan barcode panel:

  1. Put your cursor in the Barcode field (it's focused by default).
  2. Scan the attendee's e-ticket with a barcode scanner, or type/paste the code.
  3. Optionally pick a Check-in point to enforce that desk's ticket and zone rules (see below). Leave it on Any / default for an open door.
  4. Submit.

After each scan, the panel shows who this is so a steward can act on it at the desk:

  • the attendee's name, ticket type, and identity badge (e.g. Speaker, VIP, Press),
  • any access zones the ticket opens,
  • an "Already checked in" flag if the barcode was used before, and
  • a "Hand over" list of items owed to that specific person (add-ons such as a T-shirt or a lunch voucher), so staff know what to give them.

A hardware barcode scanner in keyboard mode types the code and submits automatically, so you can work through a line by scanning one ticket after another.

Manual check-in ​

You don't need a scanner. You can check someone in manually in two ways:

  • By barcode — type or paste the code into the Scan barcode field and submit. This is handy when a phone screen won't scan or someone reads their code aloud.
  • From the attendee record — open the person in Attendees, and use Confirm check-in. The same panel lets you Undo check-in if you tapped the wrong person.

Batch check-in ​

To admit a list of people at once — for example a pre-arrived group — use the Batch barcodes panel:

  1. Paste one barcode per line.
  2. Optionally select a check-in point to apply its rules.
  3. Submit.

You get a summary of the result: how many succeeded, how many were already checked in, and how many failed (e.g. an unknown or out-of-window barcode).

Undo a check-in ​

The Undo check-in panel reverses a check-in by barcode, with an optional remark for the record. Use it for mistaken scans or someone who left and won't return.

Check-in points ​

A check-in point is a named desk or door with its own rules. They're optional — a single open door works without any — but they let you run multiple entrances cleanly.

Create a point under Check-in points and set:

  • Name and optional description.
  • Status — Active or Inactive.
  • Allowed tickets — which ticket types this desk admits. Leave all unchecked to allow every ticket.
  • Guards zone (when you use access zones) — bind the desk to an access zone so it only admits passes that open that zone.

WARNING

A check-in point bound to an access zone refuses any pass that doesn't open that zone. That's what makes zones do anything. Set the zones up first under Tickets → Access zones, then point a desk at one.

When you scan with a point selected, that point's ticket and zone restrictions are enforced for the scan.

Re-entry ​

Scanning a barcode that's already checked in is safe. Instead of erroring, BagEvent tells you the person is already checked in and shows their identity again. This means:

  • A second scan is a harmless no-op — it won't double-count anyone.
  • Stewards can re-scan a returning attendee to confirm who they are without breaking anything.
  • If your event genuinely blocks re-entry, the "Already checked in" flag is the signal for staff to stop them.

BagEvent doesn't lock a checked-in ticket from being scanned again; it flags the repeat so a human can decide. If you need to reset someone (for instance, to re-admit after a mistaken check-in), use Undo check-in first.

Recent check-ins ​

The Recent check-ins section lists the latest check-in records — barcode, the point used, the source (manual, batch, and so on), and the time — so you can confirm the desk is working and spot problems as they happen.

Running a staffed desk ​

Everything above is the organizer web app, which is enough for a single door with a laptop and a working connection. A staffed registration desk usually needs three things the browser cannot give it:

  • It keeps working when the venue network does not. The desktop app holds the whole roster locally, so scanning and searching never wait on Wi-Fi; check-ins queue and upload themselves once the connection returns.
  • It prints badges. Straight to a printer plugged into the same machine, one at a time on check-in or in bulk before the doors open.
  • It turns phones into scan lanes. Up to three phones or handheld scanners join over the venue network and print to that desk's printers.

That is the BagEvent Onsite desktop app for Windows, included with every plan. The two are the same event and the same data — a person checked in on a phone is checked in everywhere.

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