> ## Documentation Index
> Fetch the complete documentation index at: https://orgo.space/docs/llms.txt
> Use this file to discover all available pages before exploring further.

# Event Attendance

> Check in attendees with QR codes, track who showed up, and manage no-shows

Attendance tracking closes the loop on events: you know not just who registered, but who actually showed up. Check people in at the door with QR code scanning or manual lookup, record walk-ins, mark no-shows, and use the data for reporting and future planning.

<img src="https://mintcdn.com/orgo-dc7abe63/sPAuWdxW1VnQjqo4/images/platform/events/event-attendees.png?fit=max&auto=format&n=sPAuWdxW1VnQjqo4&q=85&s=cdf9aba7b965987e0e012b6bc860d608" alt="Participants list showing 34 attendees with membership type, name, town, ticket type, RSVP status, and invite/export options" style={{ width: "100%", borderRadius: "8px", border: "1px solid var(--border-color)", marginBottom: "1rem" }} width="3840" height="2160" data-path="images/platform/events/event-attendees.png" />

***

## Participant statuses

Every registered person progresses through these statuses:

| Status         | What it means                                                      |
| -------------- | ------------------------------------------------------------------ |
| **Registered** | Signed up (and paid, if ticketed) — hasn't attended yet            |
| **Checked In** | Confirmed as attended — marked at the event                        |
| **Invited**    | Received a complimentary invitation — bypassed normal registration |
| **Waitlist**   | Capacity was full — waiting for a spot to open                     |
| **Cancelled**  | Registration withdrawn (by the attendee or admin)                  |
| **No Show**    | Registered but didn't attend — marked after the event              |

***

## Checking people in

### QR code scanning (fastest)

Every registered attendee receives a QR code in their confirmation email. At the event:

<Steps>
  <Step title="Open the Orgo mobile app (or web scanner on a tablet)">
    Navigate to the event and tap "Scan".
  </Step>

  <Step title="Scan the attendee's QR code">
    Point the camera at their phone screen or printed ticket.
  </Step>

  <Step title="Confirm check-in">
    The system shows the attendee's name, ticket type, and confirms the check-in.
  </Step>
</Steps>

### Manual check-in (backup)

For attendees who forgot their QR code:

1. Open the event → **Participants** tab
2. Search for the person by name or email
3. Click the check-in button
4. Status changes to "Checked In"

### Bulk check-in

For small events or informal gatherings where individual scanning isn't practical:

* Select multiple participants from the list
* Apply "Check In" to all selected
* Done in seconds

***

## Before the event

### Prepare for check-in

| Task                              | Why                                                        |
| --------------------------------- | ---------------------------------------------------------- |
| **Test the QR scanner**           | Make sure it works on your phone/tablet                    |
| **Brief your check-in team**      | Show them how to search and manually check in              |
| **Download the participant list** | Have a printed backup if internet is unreliable            |
| **Set up check-in stations**      | One station per 100-150 expected attendees for smooth flow |

### Send reminders

Remind registered attendees about the event and ask them to have their QR code ready. If you enabled **attendance reminders** in module settings, the system sends these automatically.

### Manage the waitlist

Before the event, review the waitlist:

* If spots opened up (cancellations), approve waitlisted people
* If the event is full, you may want to close the waitlist

***

## During the event

### Handling common situations

| Situation                       | What to do                                                                                    |
| ------------------------------- | --------------------------------------------------------------------------------------------- |
| **Attendee lost their QR code** | Search by name in the participant list, check in manually                                     |
| **Name not on the list**        | Check for typos, try email search, check if they registered under a different name            |
| **Walk-in (no registration)**   | Register them on the spot — add as a new participant and check in immediately                 |
| **Scanner not working**         | Switch to manual check-in from the participant list. Always have this as backup.              |
| **VIP attendee**                | VIP ticket holders are flagged in the participant list. Direct them to any priority handling. |

***

## After the event

### Record attendance (if you didn't check in live)

Not every event has a check-in station. For casual meetups or small meetings, record attendance after the fact:

1. Go to the event → **Participants** tab
2. Mark each person as "Checked In" or "No Show"
3. Add any walk-ins who weren't pre-registered

<Info>
  If you enabled **attendance reminders** in module settings, event hosts receive an email 24 hours after the event ends reminding them to record attendance. This solves the common problem of forgetting to track who showed up.
</Info>

### Mark no-shows

People who registered but didn't attend should be marked "No Show". This data helps you:

* Set realistic capacity for future events (plan for 70-80% of registrations showing up)
* Identify chronic no-shows
* Prioritize waitlist management

***

## Viewing participant data

The participant list shows:

| Column                | Content                                         |
| --------------------- | ----------------------------------------------- |
| **Name**              | Attendee's full name                            |
| **Email**             | Contact email                                   |
| **Ticket type**       | Which ticket they registered with (if ticketed) |
| **Registration date** | When they signed up                             |
| **Status**            | Registered, Checked In, No Show, etc.           |
| **Payment**           | Paid, Free, Complimentary                       |

### Filtering

Filter participants by status, ticket type, registration date, or payment status. Combine filters to find specific groups (e.g., "VIP ticket holders who haven't checked in yet").

### Exporting

Export the participant list as CSV for:

* Name badges — export names before the event
* Attendance certificates — export checked-in attendees after
* External reporting — share with sponsors or funders
* Follow-up emails — contact attendees or no-shows

***

## How attendance connects to other features

| Feature                                             | Connection                                                            |
| --------------------------------------------------- | --------------------------------------------------------------------- |
| **[Event Reports](/platform/events/event-report)**  | Attendance numbers feed directly into post-event reports              |
| **[Annual Report](/platform/events/annual-report)** | Yearly attendance statistics aggregated across all events             |
| **Badges/Gamification**                             | Award points or badges for event attendance (if gamification enabled) |
| **Training records**                                | Attendance at training events can trigger course completion records   |

***

## Common scenarios

<AccordionGroup>
  <Accordion title="We don't formally check people in — is attendance tracking still useful?">
    Yes. Even without QR scanning, recording attendance after the event (even approximate headcounts) gives you data for reporting, capacity planning, and understanding engagement. It takes 5 minutes and pays off in your annual reports.
  </Accordion>

  <Accordion title="The event had way more people than registered — how do I track walk-ins?">
    Add them as participants after the event. Go to the participant list, add new entries for walk-ins, and mark them as "Checked In". Or use the actual attendance count in the event report to override the registered-only number.
  </Accordion>

  <Accordion title="Can attendees check themselves in?">
    Not directly — check-in is done by event organizers or staff. This prevents people from marking themselves present without actually attending. The QR scan requires someone at the event to scan the code.
  </Accordion>

  <Accordion title="Internet went down at the event — can I still check people in?">
    If you have the mobile app, offline check-in may be supported. Otherwise, use a printed participant list and manually update statuses after the event when you're back online.
  </Accordion>
</AccordionGroup>

***

## Related

* [Create Event](/platform/events/create-event) — Setting up registration and capacity
* [Ticketing](/platform/events/ticketing) — Ticket types and purchases
* [Event Reports](/platform/events/event-report) — Post-event documentation
* [Annual Report](/platform/events/annual-report) — Yearly attendance statistics