Digital check-in is the process of electronic entry control at an event, where participation eligibility is verified in real time, attendance is recorded, and badge printing is triggered if necessary – faster, more secure, and more insightful than paper-based lists.
Methods: QR code via app, counter, or kiosk
Throughput: 300–600 / hour / station
What is digital check-in?
With digital check-in, entry control is handled entirely electronically. Instead of ticking off names on lists, tickets or IDs are scanned and immediately cross-referenced with the participant database. The result: shorter queues, instant attendance data, and a direct link to badge printing and participant management.
Check-in methods at a glance
- QR code scan: The most common method – participants show their digital or printed ticket with a QR code, and staff scan it using a smartphone or dedicated scanner. More at QR code check-in.
- Self-service kiosk: Terminals at the entrance where participants check in independently and print their badge.
- Name search: Fallback method if no QR code is available – manual search in the participant list.
- Room/workshop-based check-in: Individual stations at rooms to verify access eligibility and record attendance for specific program items. This is particularly important for medical congresses with certification, where participating doctors and specialists can earn CME credits.
Advantages of digital check-in
- Real-time data: Attendance figures are visible immediately – essential for capacity planning, catering, and reporting.
- Reduced waiting times: An experienced scanner operator can handle 300–600 check-ins per hour – significantly more than manual methods.
- Multi-entry control: Verify different permissions per day or session (e.g., day pass vs. full ticket).
- Error reduction: No illegible handwritten notes, no duplicate check-offs.
- No-show tracking: Automatic calculation of the no-show rate at the end of the day.
- CME certification: Automatic recording of attendance for the awarding and reporting of CME credits at medical training events.
Best practices for a smooth check-in
- Provide enough check-in stations for the expected peak load (rule of thumb: 1 station per 100–150 expected participants/hour)
- Place the QR code clearly in the confirmation email and on the ticket, with a reminder to have it ready on the phone
- Dedicated counters for walk-ins and special cases to avoid congestion in the main flow
- Use pre-produced or print-at-home badges to avoid time-consuming on-site badge printing
Check-in in Converia
Converia offers a mobile check-in app for iOS and Android that scans QR codes, verifies multi-entry permissions, and is directly connected to badge printing – all data flows into the central dashboard in real time. Missing documentation (e.g., for students or members) and outstanding payments are automatically flagged for processing.
No more queues at the entrance
With Converia check-in, your participants are processed in seconds
- QR code check-in – On-site event operations
- Badge printing / name tags – On-site event operations
- No-show rate – Ticketing & registration
- Walk-ins – On-site event operations
Mobile check-in app, offline capability, and real-time dashboard – for stress-free event entry.