Managing Check-In
Confychair supports check-in at two levels: day-level (general conference attendance) and session-level (for specific sessions that require individual tracking). Both use the same check-in window system.
Go to Manage → Check-In to manage windows and track attendance.
How It Works
Check-in is organized around check-in windows — time-bounded slots during which attendees can check in. Each window is tied to a conference day and optionally a specific session.
Attendees can check themselves in by scanning a QR code or opening a link on their phone. Organizers can also check in attendees manually from the management dashboard.
Creating a Check-In Window
Click Add Window on the Check-In management page. Fill in:
| Field | Notes |
|---|---|
| Day | Which conference day this window applies to |
| Session | Optional. Link to a specific session (must have Requires Check-In enabled in the program builder). Leave blank for a general day-level window. |
| Opens at | When the window becomes active |
| Closes at | When the window stops accepting check-ins. Must be after Opens at. |
Click Save. The window appears as a tab on the check-in page.
To enable session-level check-in, make sure the session has Requires Check-In toggled on in Manage → Program.
Attendee Self Check-In
Once a window is created, share the check-in link or QR code with attendees.
To get the QR code: open the window tab and click the QR button. A dialog shows the QR code and a copy button for the direct URL.
When an attendee scans the code or opens the link:
- They are prompted to log in if not already signed in.
- A check-in card shows the session or day name, time window, and their member number.
- They tap Check In.
- The page confirms success ("Checked in!") or shows "Already checked in" if they checked in previously.
Check-ins are limited to one per member per window — duplicate scans are silently ignored.
Manual Check-In
To check in an attendee from the management dashboard:
- Open the relevant window tab.
- Find the member by searching name, email, or member number.
- Click Check In on their row, or select multiple rows and use the bulk action.
- Confirm the dialog.
Manual check-ins record which organizer performed the action. Self check-ins show "Self" in the Scanned By column.
Managing the Check-In Table
Each window tab shows a table of all active conference members.
Filters:
| Filter | What it shows |
|---|---|
| All | Every active member |
| Checked In | Members who have checked into this window |
| Not Checked In | Members who have not yet checked in |
Columns: Member #, Name, Email, Status, Time (check-in time), Scanned By, Actions.
Row actions:
- Check In — manually check in a member who has not checked in yet
- Remove — undo a check-in (appears for already checked-in members)
Force-Open a Window
If a window's scheduled time has passed but you still need to accept check-ins, use the Force Open toggle on the window tab. This overrides the
Opens at / Closes at times and keeps the window open until you toggle it off.Capacity Limits
If a session has a Capacity set (configured in the program builder), check-in is blocked once capacity is reached. This applies to both self check-in and manual check-in.
Bulk Actions
Select members using the row checkboxes. The bulk action bar appears at the bottom:
- Check In — check in all selected members at once
- Remove — undo check-in for all selected members
A confirmation dialog appears before any bulk action is applied.
Exporting Check-In Data
Click Export on any window tab to download a CSV of all members in that view (filtered or full list). The export includes member number, name, email, check-in status, time, and who performed the check-in.
To export only a subset, filter or select rows first — the export respects active filters.
Related Guides
- Publishing the Program — enable Requires Check-In on sessions and set capacity limits
- Managing Members — manage member roles and access