The Check-In Chaos Elimination System

overview transform your event check in from a staffing nightmare into a seamless 30 second process the club palm beach cut their check in staff in half while handling 350+ guests arriving within 30 minutes when to use this play lines snake around the building at every event you need multiple staff just for check in guests arrive frustrated before events even start you're using separate systems for tickets and waivers the two app nightmare "people would buy the ticket on eventbrite, then they'd have to go to our secondary app, clever waiver when they came to check in, they had to show us two different apps or emails to sign into the event " the hidden costs double the check in time per guest double the staff needed exponentially more confusion frustrated guests = poor event start the single flow solution step 1 integrate everything waiver built into checkout process (see https //help sweatpals com/84 safety and compliance#digital waivers ) one qr code contains everything (see https //help sweatpals com/22 event registration and attendees#qr code check in mobile ) single scan at entry step 2 optimize the flow pre event test the full guest journey yourself remind group order purchasers to transfer tickets to group members and ensure recipients accept their transfers (see https //help sweatpals com/71 email and sms campaigns , https //help sweatpals com/41 checkin and qr codes ) train staff on single scan process set up express lane for prepared guests at check in one device per staff member scan and go system step 3 measure success track your check in time old system 2–3 minutes per guest new system 30 seconds or less "i had to get double staffing to even just keep up 350 guests showing up within 30 minutes and they're all in a line waiting, frustrated " implementation checklist before go live set up integrated waiver — choose text waiver option (not link) when creating your experience week before event add your check in team as event admins in sweatpals train your team on the check in process — ensure everyone who will be scanning tickets downloads the app confirm check in location and flow pattern at venue remind group purchasers to transfer tickets to all group members , and remind recipients to accept their tickets set up backup system — have a laptop/tablet available for manual searches if guests can't find qr codes (you can search in the app too, but a laptop can sometimes be easier) day of event arrive 90 minutes early for setup and system checks test check in process with your team before guests arrive open check in 45 minutes before event start time brief your team on handling edge cases (lost qr codes, name misspellings, etc ) the payoff cut staffing costs by 50%, eliminate guest frustration, and start events on a high note pro tips 💡 position your fastest team member at the front of the line to set the pace 💡 create an "express lane" for guests with qr codes ready 💡 have one team member float to help with questions or concerns, rather than slowing down the main line