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Check-In System

ChurchBuddy’s event check-in uses QR codes from registration confirmation emails. Manage check-in from Event Dashboard → Logistics → Check-In (not a top-level dashboard tab).
Platform: Web for dashboard check-in and scanner pages. Mobile supports event check-in for admins with permissions and self check-in via My Event.

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Overview

The check-in system includes:
  • QR codes — Generated per registrant in confirmation emails
  • Quick Check-In — Name/email search in the dashboard Check-In section
  • Registration Scanner — Standalone web scanner at /registration-scanner/?org={org_id}&event={event_id}
  • Check-In logs — Recent check-ins visible in the dashboard
There are no toggles to enable/disable QR vs manual methods — staff choose the tool they use.

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How QR Codes Work

Each registrant QR code includes event ID, registration ID, registrant ID, name, email, and a verification hash tied to the event start date. Registrants can display the QR on their phone, print it, or use Check In Now in My Event.

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Dashboard Check-In

Event Dashboard → Logistics → Check-In
  1. Use Quick Check-In — search by name or email and check in from results
  2. Click Scan QR Code — opens a modal with Open Scanner in New Tab or Copy Link (not a direct navigation)
  3. Review recent check-in activity in the logs list
Add Check-In Station is Owner / Org Admin only — granular check-in permission users can use Quick Check-In and the scanner but cannot add stations.

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Registration Scanner

URL: /registration-scanner/?org={org_id}&event={event_id} On load, choose a path:
  1. Station Setup — select an existing station from the dropdown (create stations first in Logistics → Check-In → Add Check-In Station)
  2. Choose method:
    • QR Scanner — camera scan
    • Search by Name — search by name or email, then check in

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Scanner Mode (roving staff)

  1. Scanner — enter your Scanner Name
  2. Use the QR Scanner flow to scan codes
Labels in the UI are Search by Name (not “Manual Entry”) and QR Scanner (not “QR Scan Mode”).

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Scanner behavior

When a valid registrant is checked in:
  • Hash verification runs for QR scans
  • Duplicate check-ins show Already checked in with timestamp
  • A log entry records registrant, station (if set), scanner name, method, and timestamp

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Check-In Logs

Log entries include registrant info, check-in time, station ID, who checked them in, and method (qr_scan or manual search). View logs in Logistics → Check-In on the event dashboard.
There is no Check Out button or Export Check-In Data button in the event dashboard UI today. Use Registration tab CSV export for registrant lists if needed.

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Best Practices

  1. Test the scanner before the event on the devices you’ll use
  2. Train staff on Station Setup vs Scanner mode
  3. Keep Search by Name as backup when cameras fail
  4. Use station IDs to track which entrance is busiest
  5. Print QR backups for registrants whose phones may die

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Troubleshooting

QR code not scanning: Grant camera permissions; ensure good lighting; use Search by Name as backup. Invalid QR code: QR may be for a different event, tampered, or registrant removed. Registrant not found: Confirm they registered; verify spelling in search. Already checked in: System prevents duplicates — note the timestamp shown. Scanner not working on mobile browser: Use a modern browser; refresh; fall back to dashboard Quick Check-In.