Checking-in guests the day of your event: scan their e-ticket or check them in manually using the check-in manager
There are two ways to check guests in on the day of your event:
Scan their e-ticket QR code. Every guest receives an e-ticket by email with a QR code on it.
Check them in manually by finding their name in your guest list. Use this for guests who don't have their ticket with them.
We recommend the Zeffy Tap to Pay app because it lets you do both from the same phone. If you can't use the app, you can still scan e-tickets with any phone camera, or check guests in manually on the web.
Every check-in option needs an internet connection on the device you use. Offline check-in isn't available.
Scan QR code | Check in manually | |
|---|---|---|
Tap to Pay app (recommended) | Yes. The ticket is checked in as soon as you scan it. | Yes, from the guest list in the app. |
Phone camera, no app | Yes. Each scan opens a Zeffy link where you confirm you are staff. | No |
Zeffy on the web, no app | No | Yes, from the guest list or the check-in manager. |
With every option, you can check in all the tickets from the same order in one click. See Check in a whole group at once below.
Check in with the Tap to Pay app (recommended)
The app lets your team scan e-tickets and check guests in manually from their phones, and switch between the two at any time.
Before the event
Make sure everyone checking guests in has:
The Zeffy Tap to Pay app installed and signed in. See App: Setting Up Zeffy Tap to Pay.
The Access Guest List from App permission. Turn it on for each user in Settings → Manage Users. The permission can be granted per campaign. Full permission details are in User Roles, Permissions, and Account Ownership Transfers.
Open your event
In the app, tap Check-in in the bottom right.
Select your event. Use Search campaigns at the top if you have many events. The ring next to each event fills up as guests are checked in.
Your event's guest list opens. The top shows how many guests are checked in, not checked in, and canceled.
Scan e-tickets in the app
From your event's guest list, tap the QR code button in the bottom right.
Hold your phone over the QR code on the guest's e-ticket.
The ticket is checked in automatically and its details open. You do not need to open a browser link.
In a dark room, tap the flash button below the scan frame to turn on your phone's light.
If a guest doesn't have their ticket, tap Manual check in at the top right to find them in the list.
Check in guests manually in the app
From your event's guest list, find the guest or use Search guests.
Tap the circle to the left of the guest's name. A green checkmark shows they are checked in.
If one order includes several tickets, each ticket appears on its own line with the buyer's name and a number, for example (1), (2), (3). Tickets without a guest name show only the number.
Scan e-tickets with a phone camera (no app)
Any smartphone camera or QR scanning app works, with no special hardware. Unlike the app, each scan opens a Zeffy link in the browser, and you confirm you are staff before the ticket is checked in.
Open your phone camera or QR-code scanning app and hold it over the e-ticket QR code.
Open the Zeffy link the QR code points to.
Confirm that you are a staff member or volunteer checking in guests.
If the ticket is valid, the page shows it as checked in. You can open additional details to review scan dates.
If the ticket is invalid, the page shows the date it was previously scanned.
Check in guests manually on the web (no app)
Use your event's guest list or the check-in manager in Zeffy. This works on a computer at a welcome desk, or on volunteers' phones through a shared link.
Check in from the guest list
In Zeffy, open Campaigns in the left menu.
Click the three dots next to the event campaign, then select manage event.
Below the fundraising total, switch to guest list view.
To check guests in in bulk, select the checkboxes to the left of their names, then click Check in in the bar that appears at the top of the list.
To check in or uncheck a single guest, use the search bar to find them and click on their name. Their ticket details open on the right side of the page.
Click the three dots next to their name and select Mark as checked-in or Mark as not checked-in. The status updates immediately.
For multi-date events, filter to a specific event occurrence first. The guest list and check-in manager then show only guests for that date.
Use the check-in manager
From guest list view, open check-in manager to manage check-ins in the dedicated tool.
Click the circle to the left of a guest to check them in. A green checkmark shows they are checked in.
The top of the check-in manager shows how many check-ins are completed.
If one purchase includes multiple tickets, each guest appears on a separate line. Additional guests are numbered beginning with #1.
Unchecking a green circle undoes that check-in so the guest counts as not attended.
Share the check-in manager with volunteers
Use copy share link to share the check-in manager with your team. Volunteers can open the link on their device the day of the event.
There is no limit to how many volunteers or team members can use the check-in manager at the same time. Check-ins made on another device show up right away. Only new purchases, for example a ticket bought at the door, can take up to 5 minutes to appear in the list on the web. Users can open a shared check-in manager link without being users on your Zeffy account.
Shared guest list and check-in manager links only work while your event is active. After the event, they show as expired: download an attendance report instead.
Check in a whole group at once
A group is all the tickets from the same order. With group check-in, you check in every guest from that order in one click instead of checking each ticket one by one. The option is available in four places:
Guest list in the Tap to Pay app: when you check in a guest whose order includes several tickets, a link appears under the guest (for example, Check in group of 3). The number is how many tickets from the order are still not checked in.
QR scanner in the Tap to Pay app: after the scan, tap the button to check in the full group (for example, Check in full group (4)).
QR scan with a phone camera: after you scan the QR code of an order with several tickets, click the button to check in the full group (for example, Check-in full group of 4).
Check-in manager on the web: when you check in a guest whose order includes several tickets, a button appears under their name (for example, Check in Anna's group of 4). Click it to check in the other tickets from the order.
The group option only appears while the order still has tickets that are not checked in. Add-ons from the order are not included in a group check-in.
After check-in
Whether a ticket is checked in manually or by QR code, its status updates to checked in on your attendance report and counts as attended.
If a guest was checked in by mistake, you can reset their check-in status.
After the event, you can download an attendance report of who was checked in and who did not attend.