❓ Guest Management FAQ

Is there a limit on how many guests I can upload or create?

You can upload hundreds to several thousand guests. Check-in Pax is optimized for invitation-only events with 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.

Can I create my own custom fields such as table number, meal preference, or dietary requirements?

Yes. You can create up to 15 custom fields for any data you need to collect – table numbers, meal preferences, T-shirt sizes, dietary requirements, and more.

See Customizing data fields for step-by-step instructions.

What does the guest status mean?

These are the default statuses provided by Check-in Pax. They cannot be changed, renamed, or customized. If you need different status labels, consider creating your own custom field(s). Our support team is happy to help – just reach out.

How many guest lists can I create?

You can create multiple guest lists per event.

Note: The Check-in App works best with around 10-15 guest lists. Please mind that data may take longer to sync if you create too many lists.

Can I move guests from one list into another?

Yes. You can move guests individually or in bulk.

• From the web browser: Select guests → Bulk actions → Move to another guest list
• From the Check-in App: Open guest profile → Tap Move → Select destination list

See Moving a guest (to another guest list) for details.

How does uploading lists work? Can I upload Excel lists?

Yes. You can upload guest lists using Excel (.xlsx) or CSV files.

The first row of your file should contain column headers (e.g., First Name, Last Name, Email). The system will automatically match your columns to our data fields.

See Uploading guests for a complete walkthrough.

What is the Guest ID?

The Guest ID is a unique number automatically assigned to each guest by the system. It is used for internal tracking and can be used as a value for QR codes or reports.

You cannot change or edit the Guest ID.

Can I download or export my guest lists anytime?

Yes. You can export your guest list at any time as a CSV file.

Go to your event's Guest List page and click the Report button in the left sidebar menu.

See Downloading reports for details.

I want to see guests by status, for example only my confirmed guests. How?

Use the status filter on your guest list page.

Click the filter dropdown and select the status you want to view (e.g., Confirmed, Unconfirmed, Checked In). The list will update to show only guests with that status.

How can I find and remove duplicate guests?

Check-in Pax now includes a duplicate finder function when accessing Check-in App via your compuater and web browser.

1. Go to your event's Guest List page.
2. Click the Duplicate icon (two overlapping persons).
3. Select up to 3 data fields to compare (e.g., First Name, Last Name, Email).
4. The system will show all guests that match your selected criteria.

Important: Empty fields also count as a value and will be detected as duplicates. For example, two guests with no email address will be flagged as duplicates if you include Email in your criteria.

Once duplicates are identified, you can delete the unwanted entries manually.

I want to display different fields and columns in my list. How do I do that?

Go to Data Fields in your event settings. Here you can:

I cannot see my email template when I try to send an email from the guest list. Why?

Your email template must be activated before it appears in the send menu.

Go to Manage Templates → Emails and check that your template status is "Active" (not "Draft").

See Sending, and scheduling emails for details.

Can I delete my guest list and re-upload? What are the consequences?

Yes, but be careful. Deleting a guest list permanently removes all guests in that list – including their check-in history, assigned tables, and any other data.

Before you delete:

• Export the guest list first if you need a backup
• Consider archiving the event instead of deleting the list

If you re-upload the same guests, they will receive new Guest IDs and any previous check-in history will be lost.

Data Fields – FAQ

What are data fields?

Data fields are the individual pieces of information you collect for each guest – such as first name, last name, email, company, or meal preference.

Check-in Pax comes with default fields (like First Name, Last Name, Email) and allows you to create custom fields for any additional data you need.

How many custom data fields can I create?

You can create up to 15 custom fields per event.

You can also reuse existing fields or rename them if needed.

Best practice: Always use default fields where possible instead of creating new fields for data that already exists. For example, if your list says "Surname," rename the "Last Name" field instead of creating a new one.

We do not call it "Company" but "Organization," and "Surname" instead of "Last Name." How can I change this in the system?

You can rename default fields to match your terminology.

1. Go to your event's Data Fields page
2. Find the field you want to rename (e.g., "Company")
3. Click Edit and change the label to "Organization"
4. Click Save

The field will now appear as "Organization" everywhere in the system – guest list, forms, reports, and badge templates.

What is the Plus Ones field and how do plus ones work in Check-in Pax?

The Plus Ones field indicates how many additional guests a primary guest can bring.

When you check in a primary guest, you have the option to also check in their plus-one(s). Each plus-one is tracked separately in reports.

See Checking in plus ones for a complete guide.

What is the maximum number of plus ones a guest can bring?

A guest can bring up to 100 plus ones (101 total including the main guest).

Most common scenarios use 1–4 plus ones.

What is the Notification field and how can I use it?

The Notification Field is a special text field that appears in bold red when you open a guest's profile. It is also displayed when scanning a QR code using Scan & Check-In mode.

Use it for important notes to your check-in team, such as:

• "VIP – escort to lounge"
• "Table 12"
• "Allergic to nuts – check meal"
• "Owes $50 – collect at door"

See Using the notification field for details.

Can I show my custom fields in the list view?

Yes. Go to your Guest List page and click the Columns button. Check the custom fields you want to display. They will appear as additional columns in the list.

Can I change the order of guest fields? For example, I want to show "Guest Category" right after the guest name instead of "Company."

Yes. On the Data Fields page, you can drag and drop fields to reorder them.

The order you set here determines:

• The order of columns in your guest list
• The order of fields in guest profiles
• The order of columns in your exported reports

QR Code – FAQ

Can I scan the same QR code multiple times? (e.g., Day 1 and Day 2) or for other purposes?

Yes. There are several ways to make a QR code scannable to track guests multiple times.

For multi-day events

Use the Multiple Check-in Buttons feature. Create buttons for "Day 1," "Day 2," and "Day 3." When you scan the QR code on Day 1, press the Day 1 button. On Day 2, scan the same code and press the Day 2 button. Each day's check-in is recorded independently.

See Configuring multiple Check-in buttons for details.

For different events or activities

It is possible to upload the same guest into another guest list or another event. If you define the QR code as the guest's email address or a custom field ID, you can scan the same QR code for different functions, events, or activities.

Example: Connect the QR code to a guest's fixed membership ID. If that guest is uploaded for each event using the same membership ID, the same QR code will always work.

For tracking throughout an event (Scan & Track)

Use the Scan & Track function on each iPad. Activate it with one toggle. This tracks the guest throughout the event.

Pro tip: Give your iPad a name (e.g., "Session A Entrance") to get even more stats – your report will show where each QR code was scanned. The timeline will then track multiple check-ins from different locations.

See Scanning QR codes – Scan & Track for details.

Not sure how to best manage your event with multiple scans? Contact us and we can give you some tips.

How best to handle Day 1 and Day 2 check-in?

Recommended: Use Multiple Check-in Buttons. This keeps all attendance data in one event and one report, with separate columns for each day.

Can one QR code work for multiple guests? (e.g., family or group ticket)

Yes. Check-in Pax allows multiple guests to share the same QR code.

How it works: When you scan the shared QR code, the app displays all guests linked to that code. Your team can then select which guest(s) to check in.

Use cases:

• Corporate group registration (e.g. 5 staff members of a company check in together)
• Workshop or team entry
• Family ticket (parents + children)

Important: If you use shared QR codes, each guest still needs their own profile. The QR code acts as a key to access all profiles in that group.

Can I use the same QR code for multiple events?

Yes, but only if you are not using the event specific Check-in Pax Guest ID for the QR codes and instead your own ID or the email address of the guest.

If a guest is attending multiple events you are managing, you can send the same QR code e.g. linked to his customer or member number.

How can I generate QR codes in bulk?

You have two options:

See Bulk QR Code Generator for a complete guide.

What happens if a guest loses their QR code?

You have several options:

1. Resend the email – Go to email analytics and resend the confirmation email
2. Send the email link – Copy the unique web link from email analytics and send it via WhatsApp or messenger
3. Search manually – On event day, find the guest by name in the Check-in App and check them in without scanning

See Resending emails to single guests for details.

Can I customize the data inside my QR code?

Yes. When you use the [QR](FieldName) placeholder, you can choose any field as the QR code value:

This means you can generate QR codes from your own ticket numbers, membership IDs, or any other unique value.

See Adding QR Codes to Emails for details.

Can I print QR codes on name badges?

Yes. In the Badge Designer, you can add a QR code element to your badge template. Choose which data field to use for the QR code (e.g., Email or Guest ID). When you print the badge, the guest's unique QR code will appear on the label.

See Using the Badge Designer for details.

Why is my QR code not scanning?

Common issues and solutions:

See QR code scanning tips for a guide for your team on-site.

Report – FAQ

What data is included in the report?

The report exports a CSV file with the following fields:

Can I customize what appears in my report?

Configurable custom reports are currently not available. However, you can influence the report content in two ways:

1. Deactivating data fields – When you deactivate a data field, it will also be removed from your exported reports
2. Changing the order of data fields – The order of your data fields in the settings determines the order of columns in your exported report

Go to your event's Data Fields page to rearrange or deactivate fields, then download a fresh report to see the changes.

What does "Last Modified Date" mean?

Last Modified Date shows the date and time when a guest's profile was last edited – for example, if someone changed the guest's email address, updated their meal preference, or moved them to another guest list.

This is useful for tracking:

• When changes were made onsite during the event
• Who made the change (see Last Modified By)
• Whether a guest's information was updated after the original import

Can I see who made changes to guest profiles?

Yes. The report includes two columns:

This is useful for auditing changes and tracking team activity.

Can I filter the report before downloading?

Not directly. The report always exports all guests in the selected guest list. You cannot export a filtered view (e.g., only Confirmed guests).

If you need a filtered export, consider:

• Creating a separate guest list for the group you want to export
• Exporting the full report and filtering in Excel or Google Sheets afterward

What is the difference between "Check-in Time" and "Tracking Time"?

Why is my device showing "Not set" in the Device Name column?

If you did not name your device in the Check-in App, the report will show "Not set" in the Device Name column.

To fix this, open the Check-in App on each device, go to Settings, and enter a descriptive name (e.g., "iPad 1 – Main Entrance").

See Naming your devices for details.

Can I export my report as something other than CSV?

Currently, reports are exported as CSV files, which can be opened in Excel, Google Sheets, or any spreadsheet program.

If you need it in Excel format, simply open the CSV file and save it as an Excel (.xlsx or .xls) file.

Related Articles

• Uploading guests
• Customizing data fields
• Downloading reports
• Selecting a Guest Status
• Using the notification field
• Checking in plus ones