Skip to main content

Attendees and check-in

The Attendees page lists everyone registered to your event and is the hub for on-site operations. It lives at /dashboard/space/<id>/event/<eventId>/attendees.

Registration list​

The list includes:

  • Name and avatar (from the attendee's Emblema profile).
  • Email (visible to the Space team only).
  • Country and city if the attendee made them public.
  • Registration date.
  • Check-in status (Registered, Checked-in, No-show).
  • Tags / segment if you applied any (e.g. "VIP", "Sponsor", "Speaker").

Filters help you triage:

  • By check-in status.
  • By country / city.
  • By registration date — useful to spot last-minute waves.
  • By segment / tag.

Check-in flow​

Emblema uses QR check-in. There are two main flows; you can mix them in the same event.

Self check-in (attendees scan)​

  1. From the event settings enable Self check-in and configure the check-in window (typically opens 1 hour before start, closes 30 minutes after start).
  2. Print or display a venue QR code that points at the public check-in URL. The page is at /checkin/<token> and uses a single token per event.
  3. Attendees scan the QR with their phone, sign in to Emblema, and the check-in completes automatically.

Staff check-in (you scan attendees)​

  1. Assign one or more team members the Check-in staff role for the event (see Team).
  2. They open the staff check-in tool from the event home and scan personal attendee QR codes (the QR each attendee finds in their confirmation email and on their event detail page).
  3. The tool shows the attendee's name, avatar and any segment tags before confirming.

The platform de-duplicates check-ins: scanning twice returns an "already checked-in" confirmation rather than a second event.

Walk-ins and unregistered guests​

If someone shows up without a registration, the staff check-in tool can register them on the spot:

  1. Tap Add walk-in in the staff tool.
  2. Enter email and name.
  3. Optionally email them an Emblema invite link so they can claim the participation later.

Walk-ins are flagged in the attendees list so you can distinguish them from pre-registered attendees in your stats.

No-show tracking​

After the check-in window closes, attendees who did not check in are flagged as No-show. You can:

  • Send a follow-up "sorry we missed you" email (manual, using the email exporter).
  • Adjust capacity policies for future events based on the no-show rate.

Communications​

The attendees page includes a Communications sub-tab that lets you:

  • Send a one-off email to all registered attendees (e.g. travel information).
  • Send a one-off email to checked-in attendees only (e.g. post-event survey link).
  • Send a one-off email to no-shows with a make-up offer.

Emails are sent through AWS SES with the Emblema base template; reply-to defaults to the Space owner email.

Export​

Use Export CSV to download the attendees list. The export includes the columns you have permission to see (email is included only for Owners and Editors).

Tips​

  • Open self check-in early (60 minutes before start) so the queue does not pile up at the door.
  • Pair self check-in with staff check-in — let attendees with Emblema accounts self-scan, and use staff for walk-ins and friction cases.
  • Use segments (tags) for VIPs and sponsors so the staff sees a clear signal at scan time.
Last updated on