How to prepare your team for on-site check-in processes
How to prepare your team for on-site check-in processes
How to prepare your team for on-site check-in processes
The Event Check-In feature in Cadence allows you to track attendance by marking participants as "checked in" when they arrive at your event. Proper preparation of your on-site team is crucial for a smooth check-in experience, especially when using custom labels for different attendee types.
When to use
When planning staffing for event registration
When training team members on check-in procedures
When implementing custom check-in labels
When coordinating multiple check-in stations or lists
Before you start
You must have Admin, Event Manager, or Event Scheduler permissions to configure Event Check-In settings and train your team.
How to do it
Determine your check-in staffing needs based on expected attendance volume.
Create a check-in schedule with assigned staff members and locations.
For large events, consider creating multiple check-in stations organized alphabetically or by attendee type.
Configure your Event Check-In settings by navigating to People → Event Check-In → Settings.
Customize attendee type labels if needed by toggling "Override check-in labels for this event."
Custom labels will appear on web and mobile apps but will not change labels in the admin interface.
Document your check-in process, including any custom labels, for your team.
Schedule a training session with all staff who will be handling check-ins.
Demonstrate the check-in process using both web and mobile interfaces.
Create test attendees specifically for training purposes.
Review signature capture and legal disclaimer requirements if enabled.
Signature capture only works on mobile devices through the Cadence app, not on the web interface.
Practice handling special scenarios such as walk-ins, guests, and attendees not on the list.
Test all hardware including mobile devices, badge scanners, and printers before the event.
Ensure all devices are fully charged and bring backup power sources.
Create a troubleshooting guide for common issues and designate technical support contacts.
Distribute login credentials to all staff members who need access to the check-in system.
Ensure staff members have the appropriate permission levels for their check-in responsibilities.
Troubleshooting
If mobile devices lose internet connectivity during check-in, the app will queue check-ins to sync when connection is restored. Staff should continue checking in attendees and not attempt to restart the app.
Related links
How to customize check-in labels for internal attendees and customers
How to set up and use check-in lists for different groups or locations