Guest check-in with the guestoo check-in app

Check-in with the mobile guestoo app for Apple and Android is very easy.

This is how it works:

1. Download the guestoo check-in app from the App Store or Google Play Store for free
2. Log in to the app with your guestoo data
3. Scan the QR code of your guest
4. Confirm the check-in (depending on the setting, this step can also take place automatically)
5. Done - scan the QR code of the next guest

In the following sections, we will explain in detail which settings are required for this and where you can find them.

In order for you to be able to check your guests in to the event using their QR code, you must ensure in advance that the guest receives their QR code as an attachment in the confirmation email.

This is how:

• Go to the "Settings" tab of your event
• Scroll to the Abschnitt "Registration process" section and search for the headline "Automatic attachments in the confirmation email"
• Click on the "Edit" button in the top right corner

• You have various options for providing your guests with their individual QR code for check-in.
  Decide for at least one of these options by toggling the switch to green (multiple selection possible):

  • Ticket
    The ticket including a QR code will be attached to the confirmation email as a PDF file.
  • Apple wallet
    The confirmation email contains a link to an individual Apple wallet for each registered person (main guest + accompanying person(s), if applicable).
  • Google wallet
    The confirmation email contains a link to an individual Google wallet for each registered person (main guest + accompanying person(s), if applicable).
  • Check-in QR code as image
    The QR code is embedded as an image in the email text.
• Click on the "Save" button in the top right corner

Once you have made the settings explained above, all you need to do is download and set up the free guestoo check-in app on your check-in devices.

This is how:

• Download the free guestoo Check-in app from the App Store / Play Store - you can find the direct links to the latest versions on this page.
• Open the guestoo check-in app
• Log in using your guestoo login details (email & password)
• Note: If you use guestoo on your own server, you must enter it accordingly under “Server”. If you use guestoo in the cloud version (= on our servers), leave the prefilled URL https://app.guestoo.de!
• Important: If you work in several guestoo agencies, you can select the agency in which the event for which you want to check in guests is located under “Change agency” in the “More” tab

Check-in with multiple devices

If you want additional staff to help you with check-in and you want to work with multiple devices at check-in, we recommend that you create a separate manager user for each person or check-in desk. You can find out how to do this on this page.

Each user then has their own login details and you can delete users if necessary, e. g. if they are no longer working for the company or are only supposed to help with check-in for a single event. As soon as a user is deleted, they no longer have access to the guestoo agency.

Settings in the check-in app

There are various settings in the check-in app that you can choose to customize the check-in process to your needs.

You can find an overview of these settings including a description of what they do on this page.

Once the settings mentioned above have been made, the process for the guest is as follows:

1. The guest registers for the event using the registration form
2. After successful registration (and, if applicable, clicking on the link in the DOI email and confirmation of participation by the organizer, if these steps were activated by you at the event), the participant will receive a confirmation email including a ticket as a PDF attachment and, if activated, a link to an Apple/Google wallet.
3. At the entrance, the guest shows the QR code, which can be found in the PDF ticket or in the Apple/Google wallet. The QR code can either be shown in printed form or on the smartphone.

This is how you check in your guests on the day of the event:

• Open the guestoo check-in app and log in with your login details if you haven't already done so
• Switch to the “Check-in” tab in the bar at the bottom
• Hold the camera above the ticket or the guest's smartphone so that the QR code is within the scanning field
• If the QR code cannot be read, ask the guest to adjust the brightness of their mobile device's display
• If the check-in was successful, you will either only be shown a short confirmation message or - depending on the settings you have made in the check-in app - further details about the guest will be displayed. If activated, name badges are also printed at this point either automatically or after you click on the corresponding button.

Notes on (multiple) check-in / check-out

• If you want to check your guests in as well as out, you should select the option “Check in or out” under More > Check-in settings > Which action should be carried out?
• After a guest has been checked out, you can check them in again at any time. This is particularly helpful for events lasting several days in order to document the respective attendance times of the guest. You can check each guest in again as often as you like, as long as they have been checked out beforehand (manually or using the automatic check-out)

If a guest has forgotten their QR code or does not have a mobile device, you can also check them in manually.

This is how:

• Go to the “Search” tab in the check-in app
• Click on the “Select event” button and select the desired event from the dropdown menu or search for it
• Find the guest by name using the search bar or by scrolling through the list
• Click on the gear icon next to the guest
• Tap on the desired guest
• Below the guest's information you have the following options:
  
  • Printer symbol
    If you tap on the printer symbol, you have the option of printing out the guest's ticket or name badge.
    In order to do so, you should have made all the necessary settings in advance. You will then be shown a PDF file during manual check-in, which you can forward to your (label) printer as a print job.
  • Check out all
    By clicking on this button, all guests of the registration (main guest + accompanying person(s)) will be checked out.
  • Check in all
    By clicking on this button, all guests of the registration (main guest + accompanying person(s)) will be checked in.
  • Check in selection
    If you only select individual guests from the registration, the “Check in selection” button will appear at the bottom. You can use this option, for example, if one of the accompanying persons will be arriving later.
• After the check-in has been completed, you will briefly see an “Action successful” message and hear a confirmation sound.