Event Check-in

Track attendance and manage entry at your events with the check-in system.

Overview

The Swarmtix check-in system allows you to:

• Scan QR codes or barcodes on tickets
• Manually look up attendees by name or order
• Track real-time attendance statistics
• Support both general admission and reserved seating events

Mobile App

For the best check-in experience, download the Swarmtix mobile app:

How Check-in Works

Every ticket includes:

• QR Code/Barcode - Unique identifier for scanning
• Security Code - 10-character backup code for manual entry

When a ticket is scanned:

1. System validates the ticket against your event
2. Displays attendee information for verification
3. Records the check-in with timestamp
4. Updates attendance statistics

Accessing the Check-in Dashboard

1. Log in to your Swarmtix account
2. Navigate to your event
3. Click Check-in or Manage Attendees
4. Select the event date (for multi-day events)

Scanning Tickets

QR Code Scanning

1. Open the check-in screen on your device
2. Point your camera at the ticket's QR code
3. The system automatically reads and validates the code
4. Review attendee details on screen
5. Confirm check-in

Barcode Scanning

For printed tickets with traditional barcodes:

1. Use a compatible barcode scanner
2. Scan the barcode on the ticket
3. System validates and displays attendee info
4. Confirm check-in

Security Code Entry

If scanning fails, use the backup security code:

1. Switch to Manual Entry mode
2. Enter the 10-character security code from the ticket
3. Click Look Up
4. Verify attendee information
5. Confirm check-in

Check-in Information Display

When a ticket is scanned, you'll see:

Handling Multiple Scans

The system allows multiple scans of the same ticket. This is useful for:

• Multi-day events - Same ticket valid for multiple days
• Re-entry - Attendees leaving and returning
• Session tracking - Different sessions within one event

Each scan increments the scan counter, creating an audit trail.

Reserved Seating Check-in

For events with assigned seats:

1. Scan works the same as general admission
2. Display shows specific seat assignment:
   • Section name (Orchestra, Balcony, etc.)
   • Row and seat number
3. Verify the attendee is heading to the correct seat

Check-in Statistics

The dashboard provides real-time metrics:

Statistics update automatically as attendees are checked in.

Attendee List

View all ticket holders in a searchable table:

Filtering the List

• Search by name, email, or order ID
• Filter by ticket type
• Filter by check-in status (checked in / not checked in)
• Sort by any column

Manual Check-in

To check in an attendee without scanning:

1. Find them in the attendee list
2. Click the Check In button next to their name
3. Confirm the action

This is useful for:

• Lost or damaged tickets
• VIP guests with verbal confirmation
• Troubleshooting scanning issues

Multi-Device Check-in

For large events with multiple entry points:

1. Each check-in station logs into Swarmtix
2. All devices share the same attendee database
3. Check-ins sync in real-time across devices
4. Dashboard shows combined statistics

Best Practices

Before the Event

1. Test your setup - Scan test tickets to verify everything works
2. Train staff - Ensure everyone knows how to use the check-in system
3. Prepare backup options - Print attendee lists as backup
4. Charge devices - Ensure all scanning devices are fully charged
5. Check internet - Verify reliable connectivity at the venue

During the Event

1. Start early - Open check-in before the scheduled start time
2. Have dedicated lanes - Separate lines for scanning vs. issues
3. Keep devices accessible - Easy reach for quick scanning
4. Monitor statistics - Watch check-in rate for capacity planning
5. Handle exceptions quickly - Have a process for problem tickets

Common Scenarios

Attendee doesn't have their ticket:

• Search by name or email in the attendee list
• Verify identity with photo ID
• Manually check them in

Ticket shows "already scanned":

• Check the scan count
• Ask if they've entered previously
• Verify identity before allowing re-entry

System is slow or unresponsive:

• Check internet connection
• Refresh the check-in page
• Use security code entry as backup

Troubleshooting

QR code won't scan

• Ensure adequate lighting
• Clean the camera lens
• Try holding the device closer/farther
• Use security code entry instead

Ticket not found in system

• Verify the correct event date is selected
• Check if the ticket was refunded or cancelled
• Search manually by email or order ID

Check-in count not updating

• Refresh the dashboard
• Check internet connection
• Statistics may have a brief delay

Wrong attendee information showing

• Verify the ticket matches the person
• Check if ticket was transferred to another person
• Contact event organizer for clarification

Exporting Check-in Data

After your event, export attendance data:

1. Go to Manage Attendees
2. Click Export
3. Choose format (CSV or Excel)
4. Download includes check-in status and timestamps

Use this data for:

• Attendance reports
• Future event planning
• Follow-up communications
• Compliance requirements