Event Check-In App

How check-in works

Whoever is on the door opens the event on a phone or tablet. They see the guest list with a search box at the top and a running count of who has arrived.

Type two or three letters of a name, tap the guest, tap Arrived. The tap records a time, and tapping again undoes it, because someone always gets marked in by two people at once.

The same screen shows that guest's table, so the door team can direct anybody who did not scan the code, which in practice is a steady trickle all evening.

1. 01Open the event on any phone

   A browser and a login. Nothing to install, and any number of people on the door can be looking at the same live list.

2. 02Search by name

   Two or three letters is enough. The search is built for someone standing up holding a phone in one hand, not for a desk.

3. 03Tap Arrived

   Records the arrival with a time. Tap again to undo, because double check-ins happen at every event with more than one person on the door.

4. 04Direct them to the table

   The guest's table shows on the same screen, so nobody has to walk to the board to answer a question.

QR lookup, and what it is not

The QR code in RH Seating is guest-facing. It goes on a sign at the door, guests scan it with their own phone, and it answers "where do I sit". It is not a badge that gets scanned by a member of staff.

That is a real difference and it is worth being clear about, because "QR check-in" usually means the opposite - printed badges or emailed tickets scanned by a handheld reader. If your event needs ticket validation, you want ticketing software, and we are not it.

For a seated dinner, wedding or gala, guest-facing is the better shape. There is nothing to print per guest, nothing to hire, and nothing to fail on the day. The trade is that arrivals are recorded by a person tapping rather than automatically. At the scale these events run at, one person tapping is faster than a queue at a scanner anyway.

Real-time arrival tracking

The arrival count is live and shared. Anyone with the event open sees the same numbers, so the caterer can be given a real headcount rather than an estimate, and the couple can be told that the last four people are still not here.

Arrival tracking is off by default and switched on per event. Plenty of weddings do not want a clipboard at the door, and turning it off later keeps every arrival already recorded.

The single most useful thing it produces is not the total. It is the list of who has not arrived, twenty minutes before the meal, while there is still time to phone them.

What happens if the venue wifi fails

The honest answer, because this claim is made carelessly across the category: there is no full offline mode.

Edits you make to a plan while the connection is down are held on the device and sent when it returns, and the editor shows you which state it is in rather than pretending the save worked. But guest lookups and arrival taps reach our servers, so a total signal failure at the door stops both.

The mitigation is cheap and it is what experienced event teams already do. Print one copy of the guest list with tables on it, keep it at the door, and treat the phones as the fast path rather than the only path. If the venue has known-bad signal, ask the door team to bring a phone on a different network - two carriers almost never fail together in the same building.

Anyone selling you fully offline check-in is describing an app pre-downloaded onto one specific device. It is worth asking which device, and what happens when that person goes to get a drink.

One printed list at the door costs nothing and removes the only real failure mode. Do it regardless of which tool you use.

Linking check-in to seating

Check-in and seating being the same list is the whole point. The door team is not reading an export of the seating plan, they are reading the plan, so a guest moved an hour before doors is already correct at the door.

That also means the answer the door team gives and the answer the guest gets from the QR code cannot disagree, which is the most common embarrassment at a seated event.

Build the plan in the free seating chart maker; check-in reads from it with nothing to set up.

Pricing

Check-in is part of a published event rather than a separate product. Your first event publishes free through 250 guests, and after that it is one payment per event with no subscription. There is no per-scan cost and no hardware to hire.

Full detail is on the pricing page.