Creating Tables

Assigning a Guest to a Table

Uploading Lists with Table Number Information

Filtering by Tables

Viewing Tables in the Check-in App

Creating guest lists

Troubleshooting guest list uploads

Guest list upload FAQ

Creating Events

Adding, Editing, and Deleting Guests

Selecting a Guest Status

Check-in App

Downloading the Check-in App

Searching for Guests

Moving a Guest (to Another Guest List)

Checking In Plus Ones

Downloading Reports

Getting started with Check-in Pax

Customizing Data Fields

New article 28

Filtering by Status

Reverting a Check-In (Undoing a Check-In)

Managing Guests on the Guest List

Uploading guests

Understanding Events, Guest Lists, and Guest Profiles

Editing a Guest

Understanding the Purpose of Tables

Everything you need to know about creating and sending invitation, confirmation, reminder and thank you emails.

QR Code Sample delete later

Basics

Getting started

Creating Guest lists

Adding, editing, and deleting guests

Managing guests on the guest list

Customizing data fields

Downloading reports

Understanding Events, guest lists, and guest profiles

Syncing in real-time

Searching for guests

Adding a guest

Editing a guest

Moving a guest (to another guest list)

Filtering by status

Checking in a guest

Checking in plus ones

Reverting a check-in (undoing a check-in)

Scanning QR codes

Configuring multiple Check-in buttons

Naming your devices (e.g., "iPad 1 – Main Entrance")

Using the notification field (for team members)

Name Badges

Creating badge templates

Using the Badge designer

Generating badges in bulk

Uploading guests and assigning a badge template

Configuring the printer in the Check-in App

Printing badges in the Check-in App

Changing a badge template in the Check-in App

Emails

Creating new templates

Copying email templates

Using the Email designer

Adding guest placeholders

Adding QR Codes

Testing emails and viewing as guest

Activating, sending, and scheduling emails

Viewing email analytics

Resending emails to single guests

Archiving and deleting email templates  Using your own email sender domain  RSVP Forms  Creating forms  Copying forms  Configuring Form Settings  Using the Form Designer  Archiving and deleting forms  Using private form links  Combining invitation emails with personalized RSVP forms  Tables  Understanding the purpose of Tables  Creating Tables  Assigning guests to tables  Uploading lists with table number information  Filtering by Tables  Viewing Tables in the Check-in App  Kiosk Mode (coming soon)  Account & Team Management Changing username and password  Setting up multiple-factor authentication  Adding team members  Managing team member rights  Managing Event access  User Guides Setup & Configuration  Configuring event settings before going live  Setting up check-in permissions per team member  Guestlists  Creating and uploading your Guest lists  Check-in  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  Emails & RSVP  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  Post-Event & Analytics  Exporting check-in data  Tracking no-shows and walk-ins  Table planning  Uploading guest lists and assigning their table numbers  Pricing, Security and Billing (subpoints to be added later)  Input and Suggestions How We Handle Feedback and Feature Requests  Ready for any further adjustments.

Using your own email sender domain

❓Email Troubleshooting & FAQ

RSVP Forms

Creating forms

Copying forms

Configuring Form Settings

Using the Form Designer

Archiving and deleting forms

Using private form links

Combining invitation emails with personalized RSVP forms

Tables

Understanding the purpose of Tables

Assigning guests to tables

Uploading lists with table number information

Tables FAQ

Kiosk Mode

Account & Team Management

Changing username and password

Setting up multiple-factor authentication

Adding team members

Managing team member rights

Managing Event access

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

ow We Handle Feedback and Feature Requests

After your event - or even during it - you'll want to know who showed up, who didn't, and what your data looks like. 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.

Event check-in doesn't have to be chaotic. Check-in Pax helps you manage guest lists, scan QR codes, print name badges, track attendance, and handle RSVPs - all from one platform. Whether you're running a small corporate mixer, a gala dinner or a large conference, our tools make sure your guests get in fast and your team stays organized. With real-time sync across multiple devices, intuitive interfaces, and detailed analytics, you'll have full visibility and control from the moment the first guest rsvps to the last check-in. Fewer lines, less stress, and happier guests - that's the Check-in Pax promise.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">What is Check-in Pax?</h3>Check-in Pax is your complete event check-in solution for iPads, tablets, and web browsers. Imagine having the power to create guest lists, design name badges, send invitation emails with QR codes, and manage on-site check-in - all without a development team. Think of it as your event's digital front door, guiding your staff through every check-in, guest lookup, and badge print. With real-time sync across all devices, you can have multiple check-in stations working simultaneously without missing a beat. Plus, with built-in analytics and reporting, you can track attendance, identify no-shows, and measure event success. It's fast, reliable, and the easiest way to make your event feel professional and seamless. Got your attention? Learn how to get started!<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Getting Started with Check-in Pax</h3>Getting started with Check-in Pax is simple and quick. In just a few minutes, you can create your first event, upload your guest list, and download the Check-in App. Take some work off of your event team and see what you can accomplish.<h4 class="LexTKB__h4" dir="ltr" style="text-align: start;">1. Sign Up for a Free Trial</h4>Start by <a href="https://app.checkinpax.com/register" target="_blank" rel="noreferrer" class="LexTKB__link">signing up</a> for a free trial using your company email address. Once signed up, you'll need to confirm your email address by clicking on the link sent to your inbox in order to start exploring Check-in Pax. <h4 class="LexTKB__h4" dir="ltr" style="text-align: start;">2. Create an Event</h4>Before diving into guest lists and check-in, you'll need to create your first event. An event is best thought of as a container for all of your guest data, templates, and settings related to a specific gathering (e.g., "Annual Conference 2026" or "Cocktail Reception").Fill in a few details about your event - name, date, location, and time zone - and you're ready to go.<h4 class="LexTKB__h4" dir="ltr" style="text-align: start;">3. Add Test Guests and Download the Check-in App</h4>Now for the fun part. Add your first guests by uploading a CSV file or creating individual entries manually. Next, download the Check-in App on your iPad or tablet from the Apple App Store or go to app.checkinpax.com on Phones and Android devices. Log in with your account credentials, select your event, and you're ready to start testing check-ins and QR scans.<h4 class="LexTKB__h4" dir="ltr" style="text-align: start;">4. Choose a Plan</h4>When you're ready to take things to the next level, choose a plan that best fits your event volume and team size. Use our <a href="https://checkinpax.com/pricing/" target="_blank" rel="noreferrer" class="LexTKB__link">event calculator</a> to determine the right plan based on the number of guests, check-in devices, and events you run per year. You can explore the benefits of each plan on our <a href="https://checkinpax.com/pricing/" target="_blank" rel="noreferrer" class="LexTKB__link">pricing page</a> or learn more about how guest limits and features are structured in our help article. For a tailored solution, book a demo to discuss a custom plan.<h4 class="LexTKB__h4" dir="ltr" style="text-align: start;">5. Still Have Questions?</h4>Feeling overwhelmed? That's totally normal at first glance. If things are still unclear after exploring the help center, don't hesitate to reach out. You can browse our knowledge base for step-by-step guides, or if you'd prefer to speak with someone, contact us to arrange a call or chat session. You can also book a demo with a sales representative to get a detailed walkthrough of how the platform can support your event, reach us via email at&nbsp;<a href="mailto:questions@checkinpax.com" class="LexTKB__link">questions@checkinpax.com</a>, We're here to help every step of the way!

Every event collects different information. A gala dinner might need meal preferences (chicken, fish, vegan). A conference might need company name and job title. A fundraiser might need donation amount and a press conference might need influencer details.Custom data fields let you collect exactly what you need, nothing more.Note: Custom data fields can only be configured when accessing app.checkinpax.com in your web browser on your laptop or computer.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How to add a custom field:</h3><ol class="LexTKB__ol1"><li value="1" class="LexTKB__listItem" style="text-align: start;">Go into your event and click Data Fields&nbsp;in the left side bar.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Click&nbsp;Create Field on top. The dats field will appear at the bottom of the list. Tip: Before adding a new field, check first if this field does not exist yet as a default data field.</li><li value="3" class="LexTKB__listItem">Give it a unique name. </li><li value="4" class="LexTKB__listItem" style="text-align: start;">Choose a field type: Tip: Always select the text field for most flexibility and to collect data easily.</li><li value="5" class="LexTKB__listItem LexTKB__nestedListItem" style="text-align: start;"><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem">Text&nbsp;– Short answer (e.g., "Dietary restrictions")</li><li value="2" class="LexTKB__listItem">Email&nbsp;– Requires a correct email address (e.g., "name@domain.com")</li><li value="3" class="LexTKB__listItem">Number&nbsp;– For quantities or donation amounts, only accepts digits. </li></ul></li><li value="5" class="LexTKB__listItem">Click&nbsp;Save.</li></ol><h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">How to edit or delete a custom field:</h3><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">Click into a field name or select from the dropdown to&nbsp;Edit.</li><li value="2" class="LexTKB__listItem" style="text-align: start;">Click the&nbsp;Delete&nbsp;icon to remove a field entirely.</li><li value="3" class="LexTKB__listItem">Use the Action slider to activate or deactivate a field. Deactivated fields will not be used for your event at all and you won't see them in the Check-in App, guest lists or RSVP forms.</li><li value="4" class="LexTKB__listItem">Drag and drop data fields to change the position. This allows you to show specific fileds first in list views, reports and in the Check-in App.</li><li value="5" class="LexTKB__listItem">Click the eye symbol to hide or show data fields from the list view in the Check-in App. </li></ul>Tip: Click Check-in App Preview on top to see the guest list view on iPads and mobile phones. All data fields that are visible (eye symbol on) show up in the list.Important:&nbsp;Deleting a field also deletes all data that guests have already entered for that field. Be careful.<h3 class="LexTKB__h3" dir="ltr" style="text-align: start;">Where data fields appear:</h3><ul class="LexTKB__ul"><li value="1" class="LexTKB__listItem" style="text-align: start;">In the&nbsp;Add/Edit Guest&nbsp;forms</li><li value="2" class="LexTKB__listItem">In Guest Profiles</li><li value="3" class="LexTKB__listItem">On all your Guest lists (if marked as visible)</li><li value="4" class="LexTKB__listItem" style="text-align: start;">On&nbsp;RSVP forms&nbsp;(if you choose to show them)</li><li value="5" class="LexTKB__listItem">As dynamic email placeholders (if you create emails)</li><li value="6" class="LexTKB__listItem">As dynamic name badge placeholders (if you create name badges)</li><li value="7" class="LexTKB__listItem" style="text-align: start;">On&nbsp;Exported reports</li></ul>Video:&nbsp;[A video will be added here showing how to create, edit, and manage custom data fields.]

<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

Go back to application

Was this article helpful?

You recently requested to reset your password for your account. Use the button below to reset it. This password reset is only valid for the next 24 hours.

If you’re having trouble with the button above, copy and paste the URL below into your web browser.

Please check your email for instructions to reset your password.

Check your email

Enter your email address and we will send you instructions to reset your password.

Please enter a new password below.

Set your password