Understanding Events, Guest Lists, and Guest Profiles

The Check-in App organizes your data into three clear levels. Understanding these will help you navigate the app with confidence.

Events

An event is the top-level container. Think of it as the "folder" for everything related to a specific gathering—your guest lists, templates, settings, and check-in data. When you open the app, the first thing you do is select which event you're working on.

Example: "Annual Conference 2026" or "Cocktail Reception."

Guest Lists

Inside each event, you can have one or more guest lists. A guest list is exactly what it sounds like - a collection of guests. You might use multiple guest lists to separate different categories of guests or attendees.

Example: "VIP Guests," "Press," "Speakers," "General Admission."

When you select a guest list in the app, you'll see all the guests belonging to that list.

Guest Profiles

A guest profile contains all the information about a single person: their name, email, status, custom fields, table assignment, check-in time, and more. This is where you'll take action - checking them in, editing their details, or moving them to another guest list.

Example: John Smith, confirmed, meal preference: chicken, checked in at 2:34 PM on iPad 1.

How they work together in the app:

1. You select an Event.
2. You choose a Guest List (or view "All Guests").
3. You tap on a Guest Profile to see their details and take action.

Pro tip: If your event has only one guest list, all guest are in that single list. If you have multiple guest lists, the app will automatically show an All Guests view at the top - this is the best option for your check-in team because it lets them search across every guest at once without having to switch between lists. Optionally, you can tap into a specific guest list to view and search only within that list (e.g., to focus on VIPs or speakers).