14 Check-in Software Questions Event Planners Should Ask

Event check-in sets the tone for your entire event. Long lines, mismatched attendee lists, or technical issues at the door don’t just slow things down. They create stress for your team and a poor first impression for attendees.

That’s why choosing the right event check-in software matters. But with so many tools on the market, trying to compare them all gets confusing.

This article will help, breaking down the most important questions to ask when choosing event check-in software, covering everything from security and functionality to hardware and analytics. It’s designed to help you find a solution that works reliably on event day and scales with your needs.

1. How Do I Choose the Right Event Check-in Software for My Event?

At a high level, the right check-in software depends on your event type, size, and operational complexity.

Start by evaluating:

• Your expected attendee volume
• Whether you need on-site, mobile, or self-service check-in
• How often do last-minute registrations or ticket changes occur at your events
• The size of your team and their comfort with technology

This evaluation helps clarify what “good” looks like for your specific event.

For instance, a small team running a single annual fundraising event may prioritize a simple, intuitive check-in experience that requires minimal setup and training. Mobile check-in, QR codes, and offline functionality may matter more than advanced session tracking.

On the other hand, a larger team running a multi-day conference has different needs. They’ll require multi-session check-ins, real-time attendance tracking across rooms, badge printing at scale, and tighter integrations with registration and reporting tools.

By understanding your event needs upfront, you can narrow your options quickly and avoid overpaying for features you don’t need.

2. What Features to Look for in an Event Check-in Software?

All check-in software should have these key features to meet your event’s needs:

• QR code scanning: Fast, accurate entry that reduces wait times. Attendees simply scan their QR code, and they’re checked in instantly.
• Device compatibility: A solution that works across multiple devices, allowing staff to check in attendees from tablets, phones, or desktop computers for flexibility.
• Mobile event check-in: Enables event staff to check in attendees quickly using a mobile app, making it ideal for large conferences.
• Badge printing software: The check-in system directly connects to the badge printing system on-site, automatically generating badges for attendees as they check in.
• Self-service check-in kiosks: Reduce long lines by letting attendees check in on their own, streamlining the process and freeing up staff to assist with other tasks.
• Real-time attendee tracking: Provides live visibility into who has checked in and when, helping you maintain an accurate record of event attendance.
• Offline event check-in: Enables check-in to continue even in areas with unreliable or no internet. Data is stored locally during the downtime and automatically synced once the connection is restored.
• Multi-session check-in: A must for conferences or events with multiple sessions. This feature allows for seamless check-ins at each session or room, tracking attendance accurately.

We know not every event needs all of these features. However, your chosen software should provide these nonetheless, without requiring separate tools or complex integrations.

3. Does the Software Support Multiple Check-in Types?

Events rarely have a single check-in process. There are usually several types of check-in methods required to accommodate different attendee needs, like:

• Staff-led check-in at registration desks
• Mobile scanning for VIPs or speakers
• Self-service kiosks for general attendees
• Session-level check-in for workshops or breakout rooms

To cater to all these different methods, you’ll need an event check-in tool that allows you to manage multiple check-in types from a single platform. This avoids data mismatches, reduces errors,  and keeps attendance records accurate.

4. How Secure Is the Check-in Process?

According to IBM, the global average cost of a data breach was $4.4 million in 2025. To avoid ending up with such costly consequences, it’s important to ask the right questions at this stage.

Here’s what to look into for secure event check-in management:

• Security measures in place: Confirm that the software uses strong encryption, secure data storage, and multi-factor authentication to protect attendee information. The system should also support role-based access control to restrict who can view sensitive data.
• Compliance with privacy regulations: Check if the software complies with data privacy laws like GDPR, CCPA, SOC 2, or other relevant regulations.
• Data handling and storage: Understand how the software handles attendee data. Make sure it follows best practices for security and does not share data with unauthorized third parties.
• Support for security issues: Ask if the provider offers quick response times and dedicated support for addressing security-related incidents or breaches.
• Regular security testing: Verify that the software undergoes routine security audits, vulnerability assessments, and penetration testing to identify and fix potential risks.

P.S. If your event involves sensitive data or high-profile attendees, security should be a deciding factor, high on your priority list.

5. Does It Support Facial Recognition Check-in?

Facial recognition technology is emerging as a faster, touchless check-in option that helps reduce bottlenecks, prevent ticket fraud, and speed up attendee entry. It’s especially great for events with high-volume attendance or repeat attendees.

When evaluating facial recognition check-in for your event, consider these key factors:

• Optional vs. mandatory: Is facial recognition optional or mandatory for attendees? Offering an opt-in option allows attendees to feel more in control and comfortable with the technology.
• Consent handling: How is consent obtained? Ideally, attendees should easily opt in by uploading photos during registration or at check-in, maintaining full transparency about how their data will be used.
• Biometric data storage: How is biometric data (like facial images) stored and protected? See if the software complies with data privacy regulations and provides options to anonymize or delete data post-event.
• Integration with other check-in methods: Does facial recognition integrate with QR code scanning or badge printing? Offering alternatives allows flexibility for attendees who opt out.
• Local legal limitations: In some regions, like Italy, the UK, and Spain, facial recognition check-in is more heavily restricted, even with consent. So, verify whether such restrictions apply in your region before looking for software with this feature.

6. How Well Does the Software Handle Last-Minute Changes?

Late registrations, ticket upgrades, and on-site changes are common, especially for large or free-to-register events.

If that sounds familiar, look for an event guest check-in software that updates attendee data in real-time.

This ensures that new registrants appear instantly, ticket changes are reflected immediately, and walk-ins can be added seamlessly. It also keeps your check-in process running smoothly, reducing both wait times and staff stress, even during peak arrival periods.

7. Does the Event Check-in Tool Work Offline?

Internet issues can halt event operations entirely, resulting in long lines, delayed check-ins, frustrated attendees, and a breakdown in the overall event flow.

That’s why offline check-in capability is crucial.

With offline functionality, attendees can still be checked in during internet outages, so no one is left waiting. Plus, the check-in system stores data locally and automatically syncs it once the connection is restored, keeping everything up to date without manual intervention.

Offline check-in is particularly important for outdoor venues, large convention centers, or pop-up locations, where internet access may be unreliable or inconsistent.

8. What Hardware Is Supported or Provided?

During the event check-in software evaluation, it’s important to understand the hardware compatibility and what’s provided with the solution. Some check-in platforms offer software-only solutions, while others include or support necessary hardware components like:

• Badge printers: For printing attendee badges on-site.
• Tablets or scanners: For staff-led check-in or mobile check-in stations.
• Self-service kiosks: For quick, automated attendee check-in.

For seamless integration between your check-in system and hardware, consider the following aspects when deciding:

• Compatibility with existing hardware: Make sure the solution works with your current devices (e.g., printers, tablets, scanners) to avoid extra costs.
• Device recommendations: Check if the software is optimized for certain devices and if there are any recommended models for smoother integration.
• On-site hardware support: See if the provider offers on-site assistance for hardware issues during the event.
• Hardware rental options: Find out if hardware rentals are available for your event, and whether these rentals include setup and support.

9. How Easy Is It for Staff & Volunteers to Use?

Event check-in software should be intuitive enough for temporary staff and volunteers to use with minimal training.

Look for a solution with a clean, simple interface that doesn’t overwhelm users. The software should have clear check-in flows that guide staff through each step, ensuring accuracy without unnecessary clicks.

Prioritize tools with fast learning curves, especially if you have limited time to train your team.  Lastly, consider the setup complexity. The simpler the setup, the less time spent on configuration and troubleshooting, allowing your staff to focus on more important tasks.

Pro Tip: Always check reviews to see what real users say about the experience. Look at both the company’s site and on review platforms like G2 and Capterra for a more neutral perspective.

10. What Systems Does the Event Check-in Software Integrate With?

Check-in works best when it’s securely connected to your event’s other systems, like registration, ticketing, CRMs, and more. Such integration features facilitate smooth data flow and minimize manual work.

Here’s how to choose an event check-in software that integrates effortlessly with your existing tools:

• Native integrations & APIs: Ask if the software offers native integrations or allows custom API connections for reliable data sharing with your existing systems.
• Automatic data syncing: Verify that the software automatically syncs attendee data in real-time, keeping your lists up to date across all platforms.
• CRM integrations: Look for integrations with popular CRMs like HubSpot, Salesforce, or Zoho to keep attendee engagement data synced for follow-up and relationship management.
• Payment processors: Make sure the system integrates with common payment providers like PayPal, Stripe, or Authorize.Net for secure ticketing and purchases.
• Email marketing integrations: Check if the software works with platforms like Mailchimp or ActiveCampaign for easy event promotions and follow-up campaigns.
• Advanced reporting: Find check-in tools that allow custom reports (like CSVs) to be automatically sent to your preferred storage, making post-event analysis easier.

11. What Analytics & Reporting Are Available?

Post-event reporting heavily depends on the quality of data collected at check-in.

Without accurate check-in data, you won’t get reliable insights to measure performance, improve future events, and justify your event’s impact to stakeholders.

So, look for check-in software that offers these key reporting features:

• Attendance vs. registration rates: Track how many attendees showed up versus how many registered, giving you a clearer picture of event participation.
• Peak check-in times: Analyze when most attendees arrive to better manage staffing and reduce wait times during high-traffic periods.
• Session-level participation: Measure attendee engagement during specific sessions to see which topics or activities generated the most interest.
• No-show data: Understand who didn’t attend, why, and if any patterns emerge to improve future event strategies.

If you require deeper reporting and analytics, make sure the software includes these advanced features:

• Track real-time activity: Monitor onsite check-ins and attendee movement across event areas, giving you a live snapshot of event engagement.
• Personalized attendee journeys: Analyze how attendees navigate the event and which sessions or areas they engage with the most.
• AI-powered reporting: Some check-in tools, like vFairs, use AI analytics chatbots to answer questions about attendance and other event statistics.

12. How Is the Software Priced?

Event check-in software pricing varies widely, so it’s important to understand what you’re paying for and how costs scale.

When evaluating pricing, ask:

• Pricing model: Is it priced per event, per attendee, per device, or via annual subscription?
• Feature inclusions: Are essentials like mobile check-in, offline mode, badge printing, or analytics included, or charged as add-ons?
• Scalability costs: Does the price increase significantly with higher attendance, multiple days, or additional sessions?
• Hardware & support fees: Are hardware rentals, on-site support, or premium support billed separately?
• Hidden costs: Watch for setup fees, API access charges, or limits on check-ins or users.

The best solution offers pricing that’s transparent, predictable, and scalable, without penalizing you for growth or frequent use.

13. How Much Setup Is Required Before the Event?

The amount of setup required before the event largely depends on the complexity of your event and the software you choose. The goal is to spend as little time on setup as possible, especially if you have a small team or limited time.

Here are key things to consider:

• Pre-event configuration: Offer simple configuration options like customizing check-in flows, badge designs, and event details in advance.
• Easy integration: Provide easy-to-set-up integrations with your registration or CRM tools. Ideally, this process should be automated and require little manual input.
• Training & onboarding: Deliver hands-on training or easy-to-follow tutorials for your team, so they’re well-prepared on event day.
• Hardware setup: Ensure that hardware, such as scanners, badge printers, and self-service kiosks, is as plug-and-play as possible.

14. What Kind of Support Is Available on Event Day?

On event day, having reliable support on hand could make the difference between smooth check-ins and chaotic delays. 

Look for software providers that offer on-site technical assistance, with technicians available to help with check-in setup, badge printing, and troubleshooting in real-time. This on-the-ground support makes sure that issues are resolved quickly, freeing up your team to focus on the bigger picture.

Achieve Smooth Event Check-ins Today

Event check-in software isn’t just a tool. It’s a critical part of your event experience.

By asking the tough questions upfront, you can avoid bottlenecks, data issues, and last-minute surprises. Focus on reliability, security, ease of use, and scalability. And choose a solution that fits how your event actually runs, not just how it looks on a feature list.

The right software choice will save time, reduce stress, and set the tone for a smooth event right from the first check-in.

Still have some check-in software questions that need answering? Talk to our team today and see how they can help.