A memorable experience starts from the moment your attendees arrive. That’s why a smooth check-in process sets the tone and makes them feel welcome, confident, and excited for what’s to come. With a few smart strategies and the right tools (like TicketLeap’s free ticket scanning app!), you can keep lines moving and focus on what matters most: your event! Here’s how to make check-in quick and easy no matter the size of your team.

1. Encourage people to buy tickets ahead of time

The fewer tickets you need to sell onsite, the faster your entry line will move. Encourage guests to buy their tickets online ahead of time. Not only does this cut down on wait times, it also gives you a head start on collecting attendee info, planning for capacity, and forecasting your traffic flow. Using a ticketing platform like TicketLeap makes it simple to set up a branded event page in minutes and start selling tickets online.

Pro tip: Include your ticketing link in all your marketing channels — emails, social posts, flyers — to make it super easy for people to purchase before arriving.

2. Use a ticket scanning app for quick check-in

Instead of renting ticket scanners, save some money and turn your mobile device into a ticket scanner for free instead! TicketLeap offers a free ticket scanning app to scan in QR codes from printed or mobile tickets in seconds. Plus, all your admissions data syncs across multiple devices so your whole team can see real-time analytics about your check-ins. While you can still manually check in attendees from your guest list if you want, we highly recommend taking advantage of this app to help save you tons of time!

3. Set aside ample time to train your team

A smooth check-in process starts with a well prepared team! Whether you’re working with staff or volunteers, ensure everyone gets a quick orientation on your admissions strategy. Before doors open, here are a few points to go over:

• Review the map of your check-in points and admissions lines.
• Assign each team member to a certain role (e.g., ticket scanner, box office coordinator, line manager, security) and location onsite. You can also assign these roles in TicketLeap so each person has a personalized view of your ticketing platform.
• Designate 1-3 people on the team to address any issues at the gate, and make sure everyone knows how to contact them.
• Check that your team has all downloaded and logged into your ticket scanning app, and briefly go over how to use it.
• Have backup phone chargers and a printed guest list on hand (just in case!).

Pro tip: Set up more than one scanning station or assign a few volunteers to scan at once to keep lines moving.

4. Stagger arrival times with timed entry ticketing

If you’re expecting a large crowd, one way to help reduce congestion is to build some breathing room into your schedule with timed entry ticketing. Thankfully, TicketLeap offers this in our full suite of features! You can sell tickets with designated arrival windows, or even sell VIP tickets that offer early access to your venue. Staggering entry helps you better manage your crowd flow and create a calmer, easier check-in experience for everyone involved.

5. Make your admissions lines easy to navigate

The check-in area is the first area your attendees interact with onsite, so make sure your first impression is a good one! To do so, put up ample signage that clearly directs attendees where to go once they park. Whether it’s an A-frame or a yard sign, keep your signs simple, bold, and clear to direct people the right way. Clearly label your separate lines (such as “Pre-Purchased Tickets”, “VIP”, and “Box Office”), and use cones, gaffer tape, or stanchions if needed to manage the flow of your admissions lines.

To make sure your event is accessible, ensure your admission area is easy to access for attendees with mobility needs, strollers, or service animals. Want to go the extra mile? Have a friendly face near the line to answer questions and welcome your guests.

6. Be prepared for onsite ticket sales

Even if most attendees buy in advance, you’ll likely have a few walk-ups. With TicketLeap’s box office ticketing app, you can sell tickets onsite using a phone, tablet, or laptop with no additional tech required. Set it up near the event entrance with clear signage to guide attendees and enough staff to handle peak rush times.

Make sure you’re ready to process credit cards using Google or Apple Pay or with chip readers like a Stripe M2 Reader. Don’t forget to have a safe place to store any cash payments (and give back needed change) too. With a designated box office, you can also offer solutions for last-minute ticketing issues, like reprinting lost tickets or adding extra tickets to an order, all in one convenient location. 

7. Use check-in data to improve future events

Not only should you strive to improve your check-in capabilities for this event, you should analyze your admissions process to make it even faster in the future. After the event, review the analytics from your ticket scanners to determine how many people actually checked in, what time most attendees arrived, and which entry points were busiest. 

You could even ask your attendees in a post-event survey to share their thoughts on your check-in process. This data can help you better plan your schedule, staffing, and layout to make your admissions even faster for future events!

Your admissions just got a whole lot simpler

An efficient check-in process can make all the difference in beginning a memorable event experience and keeping your attendees excited. By encouraging advance ticket sales, training your team, using clear signage, and leveraging tools like timed entry and mobile scanning, you can significantly reduce wait times and start your event off on the right foot.

With our user-friendly ticketing platform, free mobile ticket scanning app, and box office tools, TicketLeap makes it easy to put all of these admissions strategies into action!