Event Check-In App
The FormSmarts Check-In iOS App lets FormSmarts customers and their authorized staff check in guests who have registered for an event using a FormSmarts online form.
Check-in is performed by scanning a QR code or using the camera to read a registration reference number. The App can also look up a registration by email address or phone number and display individual registration details.
Features
- QR code check-in — Scan the QR code from a guest’s registration confirmation email to check them in instantly
- Reference number check-in — Use the camera to read a registration's reference number as a fallback when a guest’s QR code is unavailable
- Check-in history — Review the list of guests already checked in
- Guest lookup — Search for a registration by phone number or email address
- Registration details — View an individual registration and check in or cancel a guest’s check-in
Logging In
For security reasons, the Check-In App does not accept the main email address and password associated with a FormSmarts account (admin credentials). Instead, customers should create a dedicated sub-user account for each member of the event team and share the relevant registration forms with them, as described below.
Setting Up Your Team
Follow these steps to set up your team for event check-in.
- Create an Account Alias — Set an account alias in your FormSmarts account settings. Your team members will use this alias to identify your account when logging in to the App.
- Create a user for each team member — Add a sub-user for each member of your event team in the User Management Dashboard.
- Grant permissions on your registration forms — Share each registration form with the appropriate team members and assign the permissions they need. The App supports events with multiple registration forms, so repeat this step for each form.
Permissions
The permissions required depend on the team member’s role at the event:
- Check-in operator
- An operator who checks in participants by scanning QR codes only needs View permission on the registration form.
- Check-in leader
- The event's check-in leader needs both View and Edit permissions on all registration forms for the event. The Edit permission is only required if you want to allow the event's check-in leader to cancel a check-in. They also need Access permission to Reports & Search, so they can look up guests who arrive without a confirmation email or PDF receipt using a phone number or email address.
Tip: if you updated the permissions of a user who is already logged in to the app, ask them to pull down the Settings tab to refresh permissions in the app.
App Settings
By default, the Check-In App works with all registration forms the logged-in user has access to. This means that if a user has permissions on forms for multiple events — or on both a registration form and an unrelated form such as a contact form — the App will accept QR codes for all of them.
To avoid participants being checked in against the wrong form, open the App’s settings and select only the registration form (or forms) for your event, deselecting all others. This is the one setting you should configure before every event.
Securing Participants Data
Users with the check-in leader role have access to all registration data for the event on their personal device. This data is likely to include personally identifiable information (PII), so it is worth taking a moment to protect it.
The App’s authentication token is valid for two weeks, giving staff the continuous access they need during an event and after, without having to log in repeatedly. To prevent unauthorized access if a device is lost or left unattended, we recommend you ask them to require Face ID to open the App: press and hold the App icon on the home screen and tap Require Face ID.
What event staff do with their phone is beyond your control, so you may want to suspend users when they have no legitimate reason to use the app. To suspend an account, click on the menu icon in the Actions column in the User Management section of your account and click Suspend User.