Check-In Overview

With SeatRobot, you can keep track of the guests who attend your events. To utilize this feature, navigate to CHECK-IN.

When you first land on your CHECK-IN page, it will be blank, other than the buttons and hyperlinks in the toolbar. This page is designed to be used on the day of the event, as guests arrive. It will display clearly and effectively on either your laptop computer at the event or on an iPad or tablet.

(If you want to mark people as attended after the event has taken place, we'd recommend using the check in tool on the guest list page instead.)

There are a number of ways you can find people and check them in. The first tool is the search function. If a guest approaches you, you can ask their name and type it into the search bar.

For example, a guest approached me and let me know his name is George. I typed that name into the search bar, and everyone named George appeared. To check them in, you click the toggle switch from OFF to ON.

Once you do that, a check mark will appear in the EDIT and ACTIONS columns. 

If you've enabled seating functions for your event, a # column will appear on your check-in page. If a guest has been assigned to a table number it will appear in this column.

If you want people to be notified via email that they have successfully checked in to your event, you have the option to enable automated check-in emails. You can also edit the content of the check-in confirmation email. Refer to the hyperlinks for more information on that process.

If you want to see a list of all confirmed guests for your event, click VIEW ALL.

The confirmed guest list will appear, ordered alphabetically by last name. 

The tags column will tell you any tags the guest belongs to. If you hover over the tag icon, they will appear.

The link column will indicate if the guest belongs to a link number.

The INVITE OWNER column will display how they registered for the event. If they registered via invite, it will display the name of the invite. If they registered via the event web page, it will say REGISTRATION.

These columns display FIRST NAME / LAST NAME / COMPANY. You can click the titles at the top of the columns to display the list in alphabetical ascending / descending order. 

This column indicates whether a guest is checked in or not.

The EDIT column allows you to edit contact info for people who have not yet been checked in. For example, one of the confirmed guests in my list is 'Guest of Omar Aziz'. They were added and linked to Omar in the guest list, but no other details were included. If this person were to approach my check in table, I could click the edit icon that corresponds with their name.

When you press that icon, the EDIT GUEST DETAILS window appears. You can enter their contact info in the textboxes, then choose from the following options

• SAVE GUEST
• SAVE & PRINT LABEL
• SAVE, PRINT LABEL & CHECK-IN

If a guest registered for an event via a registration button on the web page, they will have a circular arrow icon in their ACTIONS column.

If you click that icon, the SWAP / REPLACE GUEST modal will open. This is useful for when someone shows up at your event and lets you know that they are attending in lieu of someone else (a colleague, partner, etc.)

If the guest exists in your organization, you can look them up in the SEARCH CONTACTS bar.

If they are not in your CRM, you can add their details in the ADD NEW GUEST DETAILS textboxes.

You will need to assign them to a registration button. You can choose whether they receive a confirmation email, then choose from the following options to proceed with swapping the guest.

• ADD GUEST
• ADD & PRINT LABEL
• ADD , PRINT LABEL & CHECK-IN

If you want to check someone in who is not currently on the guest list, you'd click ADD GUEST.

The ADD GUEST modal will appear. If you start typing in the guest's name, and there is a match in the contacts database, their details will auto-populate. If this guest is not currently in the contacts database, you can click ADD NEW GUEST.

Next, you'll type in their email, then click CHECK EMAIL.

The modal will expand. You can fill in the guest data fields, assign them to a registration button, then choose from the following options to proceed with check-in:

• ADD GUEST
• ADD & PRINT LABEL
• ADD , PRINT LABEL & CHECK-IN

Thank you! If you have questions about this process, or any other features in SeatRobot, please reach out to support.