Changing username and password

How We Handle Feedback and Feature Requests

Managing Team Member Rights

Creating guest lists

❓ Guest list upload FAQ

Syncing in Real Time

Creating events

Selecting a guest status

Check-in App

Searching for Guests

Moving a Guest (to Another Guest List)

Checking In Plus Ones

⬇️ Downloading the Check-in App

⁉️ Email Troubleshooting & FAQ

Downloading Reports

Getting started with Check-in Pax

Customizing Data Fields

Adding a guest or walk-in

Filtering by Status

Reverting a Check-In

Uploading guests

Events, Guest Lists, and Guest Profiles

Editing a Guest

Checking In a Guest

Checking Email Analytics

Resending Emails to Single Guests

Using Your Own Email Sender Domain

Setting Up Multiple-Factor Authentication

Adding Team Members

Managing Event Access

Assigning a Guest to a Table

Uploading Lists with Table Numbers

Understanding the Purpose of Tables

Viewing Tables in the Check-in App

Creating Tables

Filtering by Tables

Pricing & Billing

Creating Badge Templates

Using the Badge Designer

🖨️ Setting up the printer

Generating Badges in Bulk

❗ Troubleshooting guest list uploads

Adding, editing, and deleting guests

Uploading Guests with a Badge Template

Managing Guests on the Guest List

Printing Badges in the Check-in App

Changing a Guest's Badge Template

Bulk QR Code Generator

Scanning QR Codes

💡 QR Code Scanning Tips

Configuring Multiple Check-in Buttons

Naming Your Devices

Using the Notification Field

Creating new email templates

Copying Email Templates

Using the Email designer

Adding Guest Placeholders

Adding QR Codes to Emails

Sending, and scheduling emails

Archiving and deleting email templates

Testing Emails and Viewing as Guest

Basics

Name Badges

Emails

RSVP Forms

Creating RSVP forms

Copying RSVP forms

Configuring RSVP Form Settings

Using the RSVP Form Designer

Archiving and deleting RSVP forms

Using private RSVP form links

Combining invitation emails with personalized RSVP forms

Tables

Kiosk Mode

Account & Team Management

User Guides

Configuring event settings before going live

Setting up check-in permissions per team member

Creating and uploading your Guest lists

Preparing your team for check-in

Calculating the right number of iPads

Setting up onsite name badge printing and pre-printing VIP badges

Handling waitlists

Designing and sending a confirmation email with QR code

Creating a form with automated confirmation email

Creating pre-populated and private RSVP pages

Allowing guests to accept and decline in the invitation email

Exporting check-in data

Tracking no-shows and walk-ins

Uploading guest lists and assigning their table numbers

Pricing, Security and Billing

Input and Suggestions

Each team member can be assigned a role that determines what they are allowed to do.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Available roles</h3><table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Role</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Permissions</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Manager</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Comprehensive access to your event, with a few limitations</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Host</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Can manage guest lists, invitations, and check in attendees</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Assistant</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Focused role with access primarily to the Check-in App without editing rights</td></tr></tbody></table><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Manager</h3>The Manager has comprehensive access to your event, with a few limitations. Key capabilities include:<ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Modify event details as needed</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Create and update email templates and RSVP forms</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Design badge templates for guests</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Oversee guest lists and send invitations</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Add, move, edit, or remove guests from the list</li><li value="6" class="LexTKB__listItem" style="text-align: start;">Check in guests during the event</li><li value="7" class="LexTKB__listItem" style="text-align: start;">Download reports</li></ul>Best for:&nbsp;Event coordinators, team leads, or anyone who needs full control over event setup and management.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Host</h3>The Host can manage guest lists and invitations, along with checking in attendees. Their capabilities include:<ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Manage guest lists and send invitations</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Add, move, edit, or remove guests as necessary</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Check in guests during the event</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Download reports</li></ul>Best for:&nbsp;Front-of-house managers, team members who need to make guest list changes, or staff who handle both check-in and guest management.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Assistant</h3>The Assistant has a focused role with access primarily to the Check-in App. Their responsibilities are:<ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Check in guests during events</li><li value="2" class="LexTKB__listItem" style="text-align: start;">No permissions to modify guest details or add new attendees</li></ul>Best for:&nbsp;Volunteers, door staff, or temporary team members who only need to check guests in without making any changes to the guest list.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Role comparison table</h3><table class="LexTKB__table"><colgroup><col><col><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Capability</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Manager</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Host</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Assistant</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Modify event details</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Create and update email templates</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Design badge templates</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Manage guest lists and send invitations</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Add, move, edit, or remove guests</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Check in guests during the event</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Download reports</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">✅</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">❌</td></tr></tbody></table><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">App only vs. Event Management backend</h3>When inviting a team member, you can also choose their access type:<table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Access type</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">What they can do</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">App only</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Can only log into the Check-in App on iPads or mobile devices. Cannot access the web browser Event Management.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Event Management backend</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Can log into the web browser to manage events, guest lists, templates, and reports (subject to their role).</td></tr></tbody></table>Use case:&nbsp;An&nbsp;Assistant&nbsp;typically only needs&nbsp;App only&nbsp;access. A&nbsp;Manager&nbsp;or&nbsp;Host&nbsp;needs&nbsp;Event Management backend&nbsp;access.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How to assign or change a role</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Go to the&nbsp;Team&nbsp;page.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Find the team member you want to manage.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Click the&nbsp;Edit&nbsp;button on the right.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Select a role from the dropdown (Manager, Host, or Assistant).</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Choose&nbsp;App only&nbsp;or&nbsp;Event Management backend&nbsp;access.</li><li value="6" class="LexTKB__listItem" style="text-align: start;">Click&nbsp;Save.</li></ol>Changes take effect immediately. The team member does not need to log out and back in.<hr><h2 class="LexTKB__h2" dir="ltr" style="text-align: start;">Related Articles</h2><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Adding team members</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Managing Event access</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Changing username and password</li></ul>

<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">What happens when I upload a list into a guest list that already has guests in it?</h3>Your new guests will be added on top of the existing ones. Check-in Pax never automatically deletes or replaces your guest data. If you want to replace guests, delete the existing guests or the guest list before uploading.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Can I automatically upload guests from one Excel file into multiple guest lists?</h3>No. One Excel file uploads into one guest list at a time.However, you can upload all guests into one list first, then search and move relevant guests into their dedicated lists afterward.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How many guests can I upload?</h3>You can upload hundreds to several thousand guests. Check-in Pax is optimized for invitation-only events with&nbsp;up to 5,000 guests.If you plan to use it for a larger database, contact us so we can discuss potential limitations or best practices.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How many custom fields can I create?</h3>You can create&nbsp;up to 15 custom fields. You can also reuse existing fields or rename them if needed.Best practice:&nbsp;Always use default fields where possible instead of creating new fields for data that already exists.<table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Instead of creating...</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Use this default field</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">A new field called "Surname"</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Rename "Last Name" to "Surname"</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">A new field called "Contact Email address"</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Use the existing "Email" field</td></tr></tbody></table><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Can I re-upload an Excel or CSV file to update existing guests?</h3>No.&nbsp;Excel or CSV re-upload does&nbsp;not&nbsp;update existing guests.If you need to correct guest data after upload, you have two options:<table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Option</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">How to do it</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Edit manually</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Go to the guest list and edit each guest individually</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Delete and re-upload</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Delete the affected guests first, then upload a corrected Excel or CSV file</td></tr></tbody></table><hr><h2 class="LexTKB__h2" dir="ltr" style="text-align: start;">Related Articles</h2><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Uploading guests</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Creating guest lists</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Customizing data fields</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Adding, editing, and deleting guests</li></ul>

Before your team can check anyone in, you'll need to install the Check-in App on every device that will be used at the entrance.Truly device independent.&nbsp;The Check-in App works everywhere - on iPads, iPhones, Android devices, tablets, laptops, and desktop computers. No matter what hardware you have available, you can turn it into a fully functional check-in station.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Where to download or access:</h3><table class="LexTKB__table"><colgroup><col><col><col></colgroup><tbody><tr><td class="LexTKB__tableCell" style="width: 237px; vertical-align: top; text-align: start;">Device</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Method</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Instructions</td></tr><tr><td class="LexTKB__tableCell" style="width: 237px; vertical-align: top; text-align: start;">iPad</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Apple App Store</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Search for "Check-in Pax" and download the native iPad app.</td></tr><tr><td class="LexTKB__tableCell" style="width: 237px; vertical-align: top; text-align: start;">iPhone</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Web browser (PWA)</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Open Safari or Chrome, go to&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>, log in, then tap&nbsp;Share&nbsp;→&nbsp;Add to Home Screen&nbsp;to install it as an app.</td></tr><tr><td class="LexTKB__tableCell" style="width: 237px; vertical-align: top; text-align: start;">Android (tablets &amp; phones)</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Google Play Store</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Search for "Check-in Pax" and install the app.Open Chrome, go to&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>, log in, then tap&nbsp;Share&nbsp;→&nbsp;Add to Home Screen&nbsp;to install it as an app.</td></tr><tr><td class="LexTKB__tableCell" style="width: 237px; vertical-align: top; text-align: start;">Other tablets (Windows, etc.)</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Web browser (PWA)</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Open your browser, go to&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>, log in, and use the browser's&nbsp;Install&nbsp;or&nbsp;Add to Home Screen&nbsp;option.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Laptop or desktop computer</td><td class="LexTKB__tableCell" style="width: 133px; vertical-align: top; text-align: start;">Web browser</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Log into your Check-in Pax account, click the&nbsp;Check-in App&nbsp;button in the menu, and use it directly in your browser. For the full-screen iPad-like experience, press&nbsp;F11&nbsp;(Windows) or use the browser's full-screen mode. This hides the browser address bar and gives you maximum screen space for checking in guests.For a full App-like experience on Windows install the Web App via your browser. Look for the install icon in your search bar.</td></tr></tbody></table><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Installation steps for each device:</h3>iPad (native app):<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open the Apple App Store.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Search for&nbsp;Check-in Pax.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Tap&nbsp;Download&nbsp;or&nbsp;Get.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Once installed, open the app and log in.</li></ol>iPhone (PWA - add to home screen):<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open Safari (recommended) or Chrome.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Go to&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Log in with your account credentials.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Tap the&nbsp;Share&nbsp;icon (square with an arrow).</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Scroll down and tap&nbsp;Add to Home Screen.</li><li value="6" class="LexTKB__listItem" style="text-align: start;">Tap&nbsp;Add. The app icon will now appear on your home screen like any other app.</li></ol>Android (Play Store):<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open the Google Play Store.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Search for&nbsp;Check-in Pax.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Tap&nbsp;Install.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Once installed, open the app and log in.</li></ol>Other tablets (PWA):<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open your web browser.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Go to&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Log in with your account credentials.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Look for the&nbsp;Install&nbsp;icon in the browser address bar (or use the browser's menu to find "Install app" or "Add to Home Screen").</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Follow the prompts to install.</li></ol>Laptop or desktop computer:<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open your web browser (Chrome, Edge, Safari, or Firefox).</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Log into your Check-in Pax account at&nbsp;<a href="https://app.checkinpax.com/" target="_blank" rel="noreferrer" class="LexTKB__link">app.checkinpax.com</a>.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Click the&nbsp;Check-in App&nbsp;button in the main menu.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">The check-in interface will load in your browser.</li><li value="5" class="LexTKB__listItem" style="text-align: start;">For the full-screen iPad-like experience, press&nbsp;F11&nbsp;(Windows) or use the browser's full-screen mode. This hides the browser address bar and gives you maximum screen space for checking in guests.</li></ol><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">First-time login:</h3>After installing or accessing the app, log in using the same email and password you use for your web browser account. You'll then see a list of all your events. Select the event you're currently managing. The app will then download the guest list and settings for that event. This may take a few moments depending on the size of your guest list.Pro tip:&nbsp;Set up all your devices at least one day before your event. This gives you time to test everything, name your devices, and train your team.

Check-in Pax now has a dedicated&nbsp;Report&nbsp;button in the event sidebar menu.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How to download a report:</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Go to your event's guest list.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Look for the&nbsp;Report&nbsp;button in the left sidebar menu (it's hard to miss).</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Click it.</li></ol><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">What's included in the report?</h3>The report exports a comprehensive CSV file with the following data fields:<table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Field</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Description</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Guest List</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The name of the guest list the guest belongs to.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Guest ID</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">A unique number assigned to each guest by the system.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Default Fields</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">First name, last name, company, email, and other standard fields.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Custom Fields</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Any custom data fields you created for your event.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Guest Status</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Unconfirmed, Confirmed, Cancelled, Review, or Checked In.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Total Guests Checked In</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Total number of checked-in guests (this includes plus-ones).</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Check-in Time</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The timestamp when the guest was checked in.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Device Name</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The name you assigned to the iPad or phone used for check-in (e.g., "iPad 1 – Main Entrance"). If left empty it will say "Not set".</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Tracking Time</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Specific timestamps from the Scan &amp; Track feature for QR code scanning.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Created Date</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The date and time when the guest was added to the system.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Created By</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The username of the person who added the guest.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Source</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">How the guest was added (e.g., Import, Check-in App, RSVP Form).</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Last Modified By</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The username of the person who last edited the guest.</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Last Modified Date</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">The date and time when the guest was last edited (e.g., onsite during the event or in Event Manager before the event).</td></tr></tbody></table><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How to customize your export:</h3>Configurable custom reports are currently not available on Check-in Pax. However, you can influence the report content and layout in two ways by managing your data fields:<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Deactivating data fields&nbsp;– When you deactivate a data field, it will also be removed from your exported reports.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Changing the order of data fields&nbsp;– The order of your data fields in the settings determines the order of columns in your exported report.</li></ol>To adjust these settings, go to your event's&nbsp;Data Fields&nbsp;page and rearrange or deactivate fields as needed. Then download a fresh report to see the changes reflected.Pro tip:&nbsp;Run a report right before your event ends to see real-time attendance. Run another report afterward to share final numbers with your team or stakeholders.

<h3 class="LexTKB__h3" dir="ltr">📺 VIDEO: Complete walkthrough</h3><iframe data-lexical-youtube="5OLXGhkHQzE" data-lexical-endpoint="cookie" width="100%" height="315" src="https://www.youtube.com/embed/5OLXGhkHQzE" frameborder="0" allow="accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture" allowfullscreen="true" title="YouTube video" referrerpolicy="origin"></iframe>Follow these steps for a smooth upload.<h3 class="LexTKB__h3" dir="ltr">Step 1: Prepare your Excel file</h3>Before uploading, make sure:<ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem">The first row contains your data field headers (like First Name, Last Name, Company)</li><li value="2" class="LexTKB__listItem">Remove any unnecessary columns</li><li value="3" class="LexTKB__listItem">Only the first sheet of your Excel file will be used</li><li value="4" class="LexTKB__listItem">Avoid formulas (things starting with = or /), merged cells, filters, and very long text in cells</li></ul>Pro tip: If your Excel sheet looks messy and you get an error, copy and paste only the data you need into a brand new Excel file or use our Excel Template.<h3 class="LexTKB__h3" dir="ltr">Step 2: Upload the file</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem">Click the black upload button on your guest list or the import icon on the guest list overview.</li><li value="2" class="LexTKB__listItem">Select the guest list you want to add guests to</li><li value="3" class="LexTKB__listItem">Download our Excel template if you want a sample to copy your data into</li><li value="4" class="LexTKB__listItem">Drag and drop your Excel file, or click Browse to select it</li></ol><h3 class="LexTKB__h3" dir="ltr">Step 3: Pair your columns</h3>The system will automatically match your Excel headers to our data fields when possible. If a match isn't found, you can assign them manually or create a new data field right there.<h3 class="LexTKB__h3" dir="ltr">Step 4: Complete the upload</h3>Click Proceed. Your list will upload in just a few seconds.Where to find your guests after upload: Click "View Guest Lists" to see your data and make edits.Related articles: Creating guest lists, Customizing data fields

QR codes are the fastest way for guests to check in at your event. Instead of searching for their name or waiting for a staff member to find them in the guest list, guests simply open their email, show their unique QR code, and get scanned in seconds.Check-in Pax automatically generates a QR code for every guest. When you add the QR code placeholder to your email template, each recipient receives their own personalized QR code — no manual work required.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How it works</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">You add the QR code placeholder e.g.&nbsp;<code spellcheck="false" style="white-space: pre-wrap;">[QR](Email)</code>&nbsp;to your email template.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">When you send the email to your guest list, Check-in Pax automatically generates a unique QR code for each guest. In this case using the guest email address.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">The QR code appears as an image directly inside the email.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Guests show this code on their phone at the event entrance.</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Your team scans the code using the Check-in App, and the guest is checked in instantly.</li></ol><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Adding a QR code to your email template</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Open your email template in the Email Designer.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Click on the location where you want the QR code to appear (e.g., near the bottom of the email, or inside a dedicated box).</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Type the QR code placeholder exactly as shown: text<pre class="LexTKB__code" spellcheck="false">[QR](Email)</pre></li><li value="4" class="LexTKB__listItem" style="text-align: start;">The placeholder will display as a QR code image preview in the designer.</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Adjust the size and alignment as needed (the QR code should be large enough to scan easily).</li><li value="6" class="LexTKB__listItem" style="text-align: start;">Save your template.</li></ol>That's it. Check-in Pax handles the rest.Pro tip:&nbsp;Click on&nbsp;View Placeholders&nbsp;at the top of the Email Designer, then select the&nbsp;QR code&nbsp;tab (the middle tab). This will display all default and custom fields and the required placeholder.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Which field should you use?</h3>The QR code placeholder uses a&nbsp;field value&nbsp;to generate the code. By default, we recommend using&nbsp;<code spellcheck="false" style="white-space: pre-wrap;">[QR](Email)</code>&nbsp;because email addresses are usually unique to each guest.However, you can use any field as the QR code value:<table class="LexTKB__table"><colgroup><col><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Field</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Placeholder</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">When to use</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Email (recommended)</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;"><code spellcheck="false" style="white-space: pre-wrap;">[QR](Email)</code></td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Most events – emails are unique and easy to remember</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Guest ID (recommended)</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;"><code spellcheck="false" style="white-space: pre-wrap;">[QR](Guest ID)</code></td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">When you prefer using system-generated unique IDs</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Custom field (e.g., Ticket Number)</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;"><code spellcheck="false" style="white-space: pre-wrap;">[QR](Ticket Number)</code></td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">When you have your own unique identifiers from an external system</td></tr></tbody></table>Note:&nbsp;Check-in Pax allows you to use any default or custom field for QR code generation, including your own external IDs. Just make sure the values are unique per guest to avoid conflicts.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">What guests see</h3>When a guest receives your email, they will see a QR code image directly in their email - no attachments or link needed. The QR code will appear in your email like this:<img src="https://cdn-assets.productfruits.com/d50b39fc-cd27-4995-a211-11ecf38caaa1" alt="Screenshot of an invitation email showing a unique QR code placed below the event details. The QR code is ready for guests to scan at check-in." data-position="full" data-width="94.2942942942943%" data-height="auto" class="lexical-inline-image position-full" style="z-index: 20;"> As shown above, the QR code is placed below the event details and is unique to each guest.. No two guests will ever receive the same QR code (unless you intentionally use a non-unique field).<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Testing QR codes before sending</h3>Always test that QR codes are working correctly before sending to your full guest list.<ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Create a test guest in your guest list (use your own email address).</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Send a test email to yourself using the&nbsp;Send Test&nbsp;button.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Open the email on your phone.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Open the Check-in App and scan the QR code from your phone screen.</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Verify that the correct guest profile appears or that the guest is checked in (depending on your scan mode).</li></ol>Pro tip:&nbsp;Test the QR code under different lighting conditions and screen brightness levels to ensure it scans reliably.<hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Common issues and solutions</h3><table class="LexTKB__table"><colgroup><col><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Issue</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Likely cause</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Solution</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">QR code does not appear in the email</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Wrong placeholder format</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Use exactly&nbsp;<code spellcheck="false" style="white-space: pre-wrap;">[QR](Email)</code></td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">QR code appears but does not scan</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">QR code is too small</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Increase the size of the QR code image in your design</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">QR code shows the same guest for everyone</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Field value is not unique</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Switch to a unique field like Email or Guest ID</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">QR code is blurry</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Low resolution</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Make sure you are not resizing the image too large (start with the size Check-in Pax generates)</td></tr></tbody></table><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Best practices for QR codes in emails</h3><table class="LexTKB__table"><colgroup><col><col></colgroup><tbody><tr><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Recommendation</th><th class="LexTKB__tableCell LexTKB__tableCellHeader" style="vertical-align: top; text-align: start; background-color: rgb(242, 243, 245);">Why</th></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Make the QR code at least 150 x 150 pixels</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Ensures easy scanning</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Leave white space around the QR code</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Improves scanner detection</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Place the QR code near the top of the email</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Guests don't have to scroll to find it</td></tr><tr><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Add a short instruction above the QR code</td><td class="LexTKB__tableCell" style="vertical-align: top; text-align: start;">Example: "Show this code at the entrance for fast check-in"</td></tr></tbody></table>Example instruction text:<blockquote class="LexTKB__quote" dir="ltr" style="text-align: start;">Your QR code is below. Please have it ready when you arrive at the event for quick check-in.</blockquote><hr><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How QR codes help your event</h3><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Speed:&nbsp;Scanning a QR code takes 1–2 seconds. Typing a name takes 10–15 seconds.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Accuracy:&nbsp;No typos, no misspelled names, no wrong guests.</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Contactless:&nbsp;Guests don't need to hand over their phone or touch shared devices.</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Tracking:&nbsp;Every scan is recorded with a timestamp and device name.</li></ul><hr><h2 class="LexTKB__h2" dir="ltr" style="text-align: start;">Related Articles</h2><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Adding guest placeholders</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Using the Email designer</li><li value="3" class="LexTKB__listItem" style="text-align: start;">Scanning QR codes in the Check-in App</li><li value="4" class="LexTKB__listItem" style="text-align: start;">Testing emails and viewing as guest</li><li value="5" class="LexTKB__listItem" style="text-align: start;">Creating new email templates</li></ul>

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