Best Practices for a Smooth Check-In

Getting guests to submit their contact and payment details ahead of time is the single biggest thing you can do to speed up check-in.

Send reminder emails to assign tickets using the Trellis Messaging tool. This article goes over how to create a campaign.
Send reminder emails asking attendees to save a credit card ahead of the event using Trellis Messaging. This article goes over how to collect credit card information ahead of your event.
Launch your auction early. When guests place bids before the event, they're required to enter their contact info and credit card details — that information automatically flows into the check-in tool so their records are ready when they arrive.

For the best experience, we recommend:

Assign paddle numbers at check-in, not in advance. Volunteers can simply hand out the next paddle from a pile rather than hunting for a specific one.
Set up a dedicated station for issues and troubleshooting. Keep a member of your organization at this station to handle guest questions that need more attention.
Stagger your start time. Invite VIP guests and sponsors to arrive earlier to help manage the flow of traffic at check-in.
Set up a separate VIP station for sponsors, major donors, board members, and other priority guests.
Station a greeter or floater near the entrance to direct guests to the right check-in line.
Aim for 1 volunteer per 30–50 guests to keep lines moving smoothly.
Use iPads with attachable keyboards to quickly enter attendee details.
Decide in advance how you'll handle last-minute attendees — including walk-ins, guest swaps, and late additions to tables.

Add volunteers to your Check-In Tool ahead of time to ensure they are familiar with logging in ahead of your event.
Print volunteer check-in instructions and ensure they are posted at your check-in stations for volunteers to easily reference. You can find our printable instructions here.
Train volunteers before the event, then do a brief refresher on event day. Send volunteers the Trellis check-in video in advance to watch.
Confirm that all volunteers have access to the Event and Sales Manager (ESM). Volunteers should sign in on their devices ahead of time so they are ready to begin check-in when the first attendee arrives.

Run a mock check-in before your event:

Add yourself as an attendee and practice checking yourself in. We recommend using a complimentary ticket for this.
If you're using QR code scanning, test scanning a ticket.

A well-organized check-in experience sets the tone for your entire event. By preparing in advance and setting up your team correctly, you can reduce wait times, capture guest information early, and get attendees through the door quickly.