How does guest check-in work?

At non-ticketed events, arriving guests most likely hear the following words at check-in: "May I ask for your name, please?" This article goes over the basics about event check-in with zkipster.

Please note that it's only possible to check-in guests once an event has been created and guests have been added to the event.

Check-In

Check-in for events is best when exclusively on the app interface which means users must provide at least one tablet and/or iPhone in order to use the system.

Please Note: There is no limitation in the number of devices which can be used for check-in, there are also no extra charges for the usage of multiple devices.

There is a check-in function on the browser interface but zkipster highly recommends downloading the app on mobile and tablet devices. In case of loss of signal, the system continues working offline on the app interface which guarantees check-in with no interruption. You can download the zkipster app from the App store on your device.

zkipster App

The Guest List tab is where you can find and manage the event guest list/s, and check-in guests at your event.

  • Search Bar: in the search bar you can search for guests by name, email, plus one guests or other relevant information.
  • Barcode Scanner: zkipster can scan barcodes and QR codes on both iOS and Android devices. More information about QR codes scanning is included at the end of this article.
  • Guest Profile: in the guest detail section, you can find all information related to your guest. Here you can also add to or change the guest details by clicking on the Edit tab menu. Additionally, you can move a guest from one guest lists to another and change the guest status (if you are using the invitation feature) right from the app. 
  • Adding guests: To Add guests to your event, click on the “+” icon in the top right corner of your screen.

Note: When adding a new guest through the app, unless toggled off, zkipster will automatically check-in the guest upon saving. 

  • Check-In button: you can check-in guests and their +1s by clicking on the orange button in the guest profile. To revert checked-in guest, simply hold the check-in button until it turns back orange.
  • Data Sync: you can manually sync the data on your app by clicking the circular arrow icon on the bottom left corner of your screen.

Note: If you are working offline during the event, your devices do not communicate with the server, and the guests' data is stored locally. It is necessary to connect to a network and sync your data before logging off the app. If a zkipster user logs out while offline, all locally stored data will be lost. This article covers how to work with zkipster in offline mode. 

  • App Support: if you need help with zkipster you can access our live chat or Help Center articles from the i button.

Guest Picture Tab: Here you will find the guests' picture list if you are using zkipster’s picture sourcing feature. You can search and check guests in from this tab

Seating Chart Tab: If you are using zkipster’s Searing feature on the Professional level, you will be able to see the floor plan and all the arrangements here.

iPad View

iPhone View

To check-in guests using iPhone, swipe to the right across the guest name. Single guests will be checked in immediately. For guests who have a +1, you will have the option only to check the main guest or the party altogether by clicking on the single or multiple people image respectively.

Android View

Q: How do I know when a guest was checked-in? Can I check in additional guests as well?

A: Note that every guest name receives a time stamp when being checked-in. Additional guests can be attached to a name by simply increasing the number of total guests per name. This article provides more clarity on how to account for additional guests on the excel guest list.

If the names of the additional guests should be added as well, zkipster recommends creating a custom field for Guest's Names when importing the excel guest list.

It's possible to customize the zkipster app columns to have specific information like Additional Guest's name be shown when searching for guests. This article shows how this is done from the desktop.

Q: How do I uncheck a guest?

A: In case some of the guests were checked-in by accident, it's possible to uncheck them at any time by holding down the check-in button until the check-in status reverts. Unchecking guests is being synchronized with all devices in real-time.
To revert check-in on iPhone, swipe the guest to the right, and you will see the revert button in gray. Single guests will revert immediately (as with the check-in), for guests with +1's you will be able to choose all guests or the main guest only. 

Q: How do I search for or find a guest?

The most efficient way to search big lists is using the search bar on the top of the guest list.

Pro Tip: We advise to use the 3 letter rule: type in the first 3 letters of a name to be as efficient as possible.

Please note that all fields are searchable. It's possible to search any information in the Guest's Details, which means when searching for "vegetarian", all guests with that same data will pull up immediately.

Q: Does the data sync across all devices used at an event?

A: As long as the devices are connected to a stable network the devices will sync automatically to the server. Which means actions like check-in or added guests are being updated throughout the account in real-time across all devices.

Some providers ask for manual synchronization through pushing a sync-button - which is done by clicking the circle-arrow icon in the bottom left corner of the iOs and top right of Android Devices.

Q: Does the app support barcode or QR code scanning?

A: With zkipster it is possible to scan QR codes and barcodes on both the iOS and Android app in order to find and check in your guests quickly! The code scanner icon is located to the right of the search bar on the zkipster app:

After permitting zkipster access to your camera, scan your barcodes or QR codes by placing the square on the camera over the respective code. Once the code has been scanned, the guest profile will come up instantly giving you the opportunity to check in your guest(s):

To speed things up even further, you can enable the ‘Check-in Guest After Scan’ function via the Settings of your zkipster app. Switching on this function allows the app to automatically check in your guests after scanning their code, without the need to manually press the check-in button on their profile.

If you are using the Invitations feature, you have the option to create and send QR codes to your guests directly through zkipster! However, you can also scan QR and barcodes that have been generated outside of the zkipster system. To check in guests on the app using codes created outside of the platform, you will need to upload the code values (i.e. the encoded information contained inside the code) for each of your guests as an additional custom field via your excel spreadsheet when importing your guest list.

Q: What happens if the venue or devices go offline?

A: If there is no internet connection, the system switches to offline mode until the signal comes back on. In this mode, it's possible to check-in guests and collect timestamps, but the devices will not sync until the internet signal is back on.

It's important to understand that when devices are offline, they don't communicate with each other, nor with the server. This article goes into more detail on Offline Mode; how this works and what to be aware of.

The reason why this does not lead to data loss is that the app can store data locally. In case of an offline incident during the event, it is important to get the app back online before logging out, which will ensure local data syncing up with the servers. If the device is logged out while offline all data on that device will be lost as it didn't have a chance to sync to the cloud.

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