GC Events - Check in attendees (How-to)

Simple, seamless, and mobile-optimized check-in features enable streamlined attendance tracking in GC Events.

Device compatibility for QR check‑in

GC check‑in is a web‐based process. Your device must have a web browser and be logged into your GiveCampus administrator account.

accessing check‑in on mobile devices and tablets

For mobile devices such as iPads, phones, and tablets, the check‑in interface is optimized for touch. Follow these steps to prepare your devices for smooth check‑in:

1. Mobile-optimized experience

   • The check‑in interface automatically loads in a mobile-friendly view that includes search, QR code scanning, and attendance actions arranged for touch.

2. Required sign‑in and camera access

   • Ensure the device is logged into a GiveCampus administrator account before accessing the check‑in page.
   • When using QR scanning, grant your browser permission to access the device camera.

3. Navigating to the check‑in page

   • In the admin UI, open your event and click the Attendance button to access the check‑in interface.

4. Practical tips

   • Sign in first: Log into the GiveCampus administrator account on each device prior to the event.
   • Camera permissions: If QR scanning fails, verify your browser’s camera permissions for the GiveCampus site.
   • Multiple devices: Multiple tablets or phones can simultaneously use the mobile interface.
   • Network connection: Ensure each device has reliable Wi‑Fi or cellular access, as the interface requires an active connection.

5. Pre-event checklist

   • Confirm that each device is logged into a GiveCampus administrator account.
   • Open the event and click the Attendance button to verify that the mobile view loads properly and prompts for camera access if needed.

Using these steps, your team will be ready to manage check‑in quickly and efficiently on mobile devices.

• To use QR code based checkin the device needs both QR scanning capability and browser access such as a mobile phone or a computer set up with a scanner that can read URL based QR codes. 

After scanning a QR code

• Scanning a QR code locates the registration but does not complete check‑in automatically.
• You must click the "Event Check-In" button beside each guest to complete check‑in.

How it works:

• From the Event Attendance tab (see below), easily manage event and activity-level check-in on desktop, tablet, or a mobile device.
• When a guest arrives, quickly locate their registration using search or scan the QR code provided via confirmation/reminder email. 
• Complete check-in for each guest in just one click.

Event Check in: 

Navigate to your GC Event > Event Attendance or select the “Attendance” button in your list of active events.

• In the Action column, use the “Event Check-In” button to mark a guest as checked in. To undo this action, simply click the button again.
• Using Search: To locate a guest on the list, use the “Search Guests” box and search using the guest name, registrant name, or registration ID.
  • To find all guests associated with a single registration, search for the name of the primary registrant or registration ID and all guests will return in search results. 
  • Check-in all guests who are present using the “Event Check-in” button beside each guest name and use the search box to locate the next guest’s registration.

• Using QR Code: If registrants have been provided a QR code for check-in via registration confirmation/reminder emails, instruct guests to present their QR code at check-in. Learn how to add a QR code for check-in to your GC Events emails: Email Settings in GC Events.
  • Log into your GiveCampus administrator account on the device you will use to scan QR codes.
  • Click "Attendance" button in the list of active events.
  • Use the “Scan QR Code” button and allow your browser to access the camera connected to your device.
  • When a QR code is scanned successfully, the registration will be located and all guests associated with the registration will be displayed.
  • Check-in all guests who are present using the “Event Check-In” button beside or beneath each guest name and click “Scan QR Code” to locate the next guest’s registration.

Activity-level Check in:

Navigate to your GC Event > Event Attendance or select the “Attendance” button in your list of active events.

• Use the dropdown “Select Activity to check-in” to locate your activity. This will filter your guest list based on the guests registered for this activity. 
• Use the “Check in for the event and activity” checkbox to simultaneously check-in each guest for the activity and the overall event. If checked, buttons in the Action column will read “Event & Activity Check-in” instead of “Activity Check-in”.

• Using Search: To locate a guest on the list, use the “Search Guests” box and search using the guest name.
  • To find all guests associated with a single registration, search for the name of the primary registrant and all guests will return in search results. 
  • Check-in all guests who are present using the “Event Check-in” button beside or beneath each guest name and use the search box to locate the next guest’s registration. 
• Using QR Code: If registrants have been provided a QR code for check-in via registration confirmation/reminder emails, instruct guests to present their QR code at activity check-in. Learn how to add a QR code for check-in to your GC Events emails: Email Settings in GC Events.
  • Log into your GiveCampus administrator account on the device you will use to scan QR codes.
  • Click "Attendance" button in the list of active events.
  • Use the “Scan QR Code” button and allow your browser to access the camera connected to your device.
  • When a QR code is scanned successfully, the registration will be located and all guests associated with the registration who are registered for this activity will be displayed.
  • Check-in all guests who are present using the “Activity Check-In” button beside each guest name and click “Scan QR Code” to locate the next guest’s registration.

Things to Keep in Mind: 

• To quickly locate all guests associated with a single registration, search for the name of the primary registrant or use the QR Code provided via registration confirmation/reminder email. 
• Event and activity registrants with an RSVP Status of “Not Attending” will appear in the Event Attendance table with the “Event Check-In” button grayed out and disabled. RSVP Status must be set to “Attending” in order to check-in. 
• The “Export” button available via Event Attendance will export the data displayed in the table including Registration ID, Guest Name, Registrant Name, RSVP Status, Checked In?, and Ticket Type columns. If the table is filtered by search, registration, or activity, the “Export” button will export filtered results only.
• If using Custom Reporting, event check-in status is available using Guest columns “Checked in” and “Checked in At” and activity check-in status is available using an Activity Row Report and Activity columns “Checked in” and “Checked in At”.