Event Check-In
Ashleigh Alldredge avatar
Written by Ashleigh Alldredge
Updated over a week ago

Event Check-In is when you have registrants that have signed up on a registration form for an event you're hosting, and you need to check them in for the event.

Event Check-In Configuration

1. In order to enable Event Check-In for your campaign, you must have a registration form created.

2. After creating the registration form for your campaign, go to the Details tab for your campaign:

3. There you should see an Event Check-In section that is currently disabled:

4. Click on the "edit" button for that section:

5. Select, "Enable Checkin" to enable Event Check-In, and click "Save":

6. Now click "edit" for that section again to configure the event check-in process!

7. At the top of this page, you will see the event name, which is the campaign name with the words Check-In appended to it:

8. Going down the list, you have Check-In Begins and Check-In Ends:

***You can set the date here, but this is completely optional. It just allows people to check-in to the event, but at a certain time.

For example: let’s say for a Turkey Trot event, the check-in is a week long, so we can have the check-in begin on Tuesday, Oct. 11th and then set the check-in end on Monday, Oct. 17th. Doing this will allow people to check-in to this event between those dates:

9. Additional Fee:

This is optional. If you enable then all it means is that it gives you the option to charge extra fees during check-in.

An example: if you have t-shirts involved for your event and a registrant wants to switch the size on the shirt from a small to a large, but the up-charge is $5. So, you can get them the new size but charge them the extra fee.

10. Additional Donations:

This is also optional. If you want to accept Additional Donations at check-in then you would make that selection here, by clicking on it, and choosing the donation form that you want to use:

Otherwise, you can choose/leave the default option of "Additional donations not accepted."

11. Use All Forms: here your options are Yes or No

Yes means that if you had more than one registration form out there before the event, then you can choose to use them all here to check-in the registrants.

No means that only a certain form or forms are going to be used to check-in registrants, not all of them:

12. Displayed Fields:

These are fields that can be used as a security question during the check-in process.

For example: in the event that there are two registrants checking in with the exact same name and you need to confirm that it is the right person, you can ask them to confirm their birthday (this is only if their birthday was a required question on the registration form and can be used as a Displayed Field). The fields selected here will be displayed on the check-in page for you to compare.

13. Required Fields:

These are fields that are required by the volunteer to be filled in at the moment of check-in.

For example: an event is a race and runners will have a Bib# assigned to them. When the volunteer at the check-in station checks them in, they will want to enter in the Bib# that was given to the registrant here. (Note: his can also be used for reporting purposes later on to see which Bib# is linked to which registrant.)

14. Show All Fields:

If you click on this it will give you all your questions that you have created for forms in the past.

15. Be sure to SAVE the changes made, before moving on.

Event Check-In

1. Go to checkin.kimbia.com

2. Login with your username and password for the platform:

3. You get to the page, What would you like to do? Notice here that there are two sides:

On the left is, Configure My Events, which is what we just did through the GiveGab Enterprise admin panel. So, since we’ve already done that, we are going to move on to the next side.

4. Check-in Registrants is where we want to go to start checking-in registrants at an event:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.40.45 PM.png

5. First, it will ask you to select the Organization. Then, hit continue:

6. It will list the Events available for check-in. Find yours, and hit Check-In:

7. Then it’ll ask you questions to identify the computer that you are working from:

Station ID: Which station are you at? For example, if there are 6 stations for checking people in, and you are at station #1, then you would enter that information here:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.43.58 PM.png

Barcode Scanner: if you were using a barcode scanner during check-in, then you would choose attached and you will want to make sure that this feature is enabled in the form:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.44.31 PM.png

7. Now you are at the page that says “Search for a registration” at the top. This is where you can search for registrants by their first and last name, confirmation number, or email address:

Advanced search criteria is an option that allows you to search on more in depth information, like their address:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.48.11 PM.png

8. Let's search for "Registrant Test":

9. It brings up this registrant. You will see their name on the left hand side:

10. You will also see the Displayed Field that was selected as a security question during the configuration process:

11. Also, notice the required field. In this case, we used the Age Demographic question as both the Displayed Field and Required Field that needs to be entered in this box before they’ve fully checked-in the registrant:

12. If Additional Charge was configured, you could enter in an amount there:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.51.21 PM.png

13. If Optional Donation was configured, you could enter in an additional donation amount there:

Macintosh HD:Users:JackieBittner:Desktop:Screen Shot 2013-10-03 at 2.51.39 PM.png

This is a donation that the registrant is making to the donation form that we selected during the configuration process.

14. Click Check-In:

15. Going to the next page, you will see that this person has been successfully checked-in to this event:

That is how you configure and check-in registrants using the Event Check-In feature. If you have any questions, please reach out to our team at enterprise-support@givegab.com

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