Skip to content
More support
  • There are no suggestions because the search field is empty.

Check-In best practices

This document outlines recommended best practices to help you deliver a fast, professional, and stress-free arrival experience for your guests while keeping on-site management simple and efficient for your team.

Use QR Code Scanning for Check-In (Recommended)

We strongly recommend using QR code scanning within Emma as your primary check-in method.

Guests present their e-ticket on arrival, and your team scans the QR code to instantly mark them as checked in.

Why this matters:

  1. Seamless guest arrival: Fast-moving queues and a professional first impression.
  2. Fewer errors: Eliminates manual searching and duplicate check-ins.
  3. Real-time attendance tracking: Instantly see who has arrived.
  4. Improved guest flow: Ideal for high-volume arrival periods.
  5. Using QR scanning ensures your check-in team can focus on welcoming guests rather than managing admin.

Checking guests in using E-ticket QR code scanning help article

Manual Check-In (Alternative Option)

Emma also allows you to manually search for guests and check them in without scanning a QR code.

This option works well for:

  1. Guests who have forgotten their ticket
  2. Last-minute additions
  3. Smaller or lower-volume events

While fully functional, manual check-in is slower and may increase queue times during peak arrival windows. We recommend using it as a backup rather than your primary method.

Checking guests in manually when no E-Ticket has been distributed help article

Send E-Tickets in Advance

To maximise efficiency on the day, we strongly recommend sending branded e-tickets to guests before the event.

Why this matters:

  1. Faster entry: Guests arrive prepared with their QR code ready.
  2. Clear communication: Guests receive key event details alongside their ticket.
  3. Professional presentation: Branded tickets reinforce your event identity.

E-ticket best practices

Use Mobile Phones for Check-In

We recommend using smartphones for scanning and managing check-in.

Why this works best:

  1. Agility: Staff can move with guest flow.
  2. Ease of use: No specialist hardware required.
  3. Multiple entry points: Easy to scale your check-in team.
  4. Quick setup: Minimal technical complexity.

Ensure all devices are fully charged and have reliable Wi-Fi or mobile data access. Bringing portable chargers is also advisable.

Create One Dedicated Check-In User

To keep operations simple, we recommend creating one dedicated user account in Emma specifically for check-in – see instructions here.

Brief Your Volunteers Before the Event (Highly Recommended)

A short pre-event briefing significantly improves confidence and speed at check-in.

Your briefing should cover:

  1. How to log into your event site and open Admin Dash
  2. How to scan QR codes
  3. How to manually search for a guest
  4. What to do if a guest cannot be found
  5. Who to escalate issues to

If possible, conduct a quick test scan before doors open to ensure everyone is comfortable with the system.

By following these best practices, you ensure a smooth arrival experience for your guests and a calm, well-managed start to your event.