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Checking In Guests

Tips to easily check-in guests at your event

Written by Rumor Team
Updated over a week ago

QR Codes vs Manual Check In

At Rumor, we provide hosts with two seamless methods to check in guests at their events: QR Code Check-In and Manual Check-In. The method you use will depend on the selection you made during the event creation process. Below, we’ll walk you through both check-in processes.

1. QR Code Check-In (Recommended)

If you enabled QR Code Check-In during event setup, each confirmed guest will receive a unique QR code, which they can present at the entrance for seamless check-in.

To maintain the integrity of your guest list, Rumor does not allow ticket transfers, screenshots, or wallet additions.

  • No Ticket Transfers: QR codes are assigned exclusively to the confirmed guest, ensuring accurate guest verification.

  • Screenshot Prevention: QR codes cannot be screenshotted or shared outside the platform, preventing unauthorized entry.

  • No Wallet Additions: Guests must access their QR codes directly through Rumor to ensure their identity is authenticated upon entry.

How to Check In Guests Using QR Codes

  1. Navigate to the Event Dashboard:

    1. Log in to your Rumor host account.

    2. Select your event from the Events tab.

      1. Host App:

      2. Host Web:

    1. Click Check-In Guests at the bottom of the page.

      1. Host App:

      2. Host Web:

  1. Scan Guest QR Code:

    1. Open the Check-In Scanner from the event dashboard.

    2. Use your device’s camera or a connected scanner to scan the guest’s QR code.

  2. Guest Check-In Confirmation:

    1. Once the QR code is scanned successfully, the guest’s status will update to Checked In.

      1. Host App:

      2. Host Web:

    1. The system will automatically recognize their ticket type and any associated details and display this information directly on the Check-In screen for visibility.

  3. Handling Plus-Ones (if applicable):

    1. If a guest has additional attendees under their reservation, their +1s will have received their own QR codes which will need to be scanned separately.

    2. If their guest details have not been completed, a warning may appear.

      1. Plus 1's with Pending Details can be checked in manually via the Lead Guests Check-In or Manage Invite screen.

2. Manual Check-In

If QR Code Check-In was not enabled, hosts can manually check guests in using the guest list.

How to Check In Guests Manually

  1. Navigate to the Event Dashboard:

    1. Select your event from the Events tab.

    2. Click Guest List and navigate to the Confirmed Guests tab.

      1. Host App:

      2. Host Web:

  2. Find the Guest:

    1. Use the search bar or filters to quickly locate the guest.

    2. Check them in directly from the user table by clicking the checkmark

      1. Host App:

      2. Host Web:

    3. Or click on their name to open their profile and click the Check-In button next to their name.

      1. Host App:

      1. Host Web:

      1. Their status will update to Checked In, confirming their arrival at the event.

  3. Managing Plus-Ones (if applicable):

    1. If the guest has +1s, you can check them in at the same time.

    2. If the additional guest details have not been provided, they will appear as 'pending guest details.'

Key Features & Considerations

  • Live Updates: The guest list updates in real time, ensuring accurate attendance tracking.

  • Flexible Guest Management: Hosts can switch between QR Code Check-In and Manual Check-In if needed.

  • Guest Verification: By disabling ticket transfers and screenshots, Rumor ensures that only verified guests can check in.

  • Pending Guest Details: Guests who have not provided full details for their +1s should do so before the event starts but can still be checked in manually.

  • Duplicate Check-Ins: If a guest has already been checked in, the system will flag the duplicate attempt.

  • Guest Check-Out Option: If a guest needs to leave and re-enter, they can be checked out and checked back in.

Performance Recommendations

To ensure a smooth check-in experience:

  • Multiple Devices – Rumor supports logins on multiple mobile devices for an event.

  • Device Compatibility – Rumor works on iOS & Android. Keep your Operating System (OS) updated for best performance.

  • Stable Internet Connection – Use a dedicated, private network for check-in rather than public WiFi to avoid speed issues.

Preparations Ahead of Your Event

Pro Tip: We highly Recommend utilizing the 'Export' tool prior to your event in case unreliable devices or WiFi require you to need an offline version of your guest list.

To ensure a seamless check-in and post-event process, the Rumor team recommends completing the following steps:

  • Export a Guest List Backup

    • Use the Export Tool before the event to ensure you have an offline version in case of internet issues.

  • Ensure All Devices Are Ready

    • Charge all devices fully before the event.

    • Update to the latest OS version.

    • Ensure the Rumor app is updated via the App Store or Google Play.

  • Plan Event Connectivity

    • Use a strong, private WiFi network.

    • Avoid public WiFi, which may experience lag with heavy traffic.

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