--- title: Best Practices for a Smooth Check-In description: 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. --- [Skip to content](https://help.trellis.org/best-practices-for-a-smooth-check-in#main-content) English Show submenu for translations ![Trellis-MainLogo-AllWhite-01.png\]](https://help.trellis.org/hs-fs/hubfs/Trellis-MainLogo-AllWhite-01.png?height=40&name=Trellis-MainLogo-AllWhite-01.png) Open main navigation Close main navigation - English Show submenu for translations - [Raise an urgent issue (out of office hours)](https://formcrafts.com/a/urgentform) [Raise an urgent issue (out of office hours)](https://formcrafts.com/a/urgentform) Help & Learning - There are no suggestions because the search field is empty. 1. [Help & Learning](https://help.trellis.org/?hsLang=en) 2. [Check-In Tool](https://help.trellis.org/check-in-tool?hsLang=en) 3. [Introduction to the Check-In Tool](https://help.trellis.org/check-in-tool?hsLang=en#introduction-to-the-check-in-tool) # Best Practices for a Smooth Check-In ## 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. ### **Before the Event** #### **Prepare Guests** 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](https://help.trellis.org/how-to-create-and-set-up-a-messaging-campaign?hsLang=en) 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](https://help.trellis.org/how-to-collect-credit-card-information-ahead-of-your-event?hsLang=en) 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. #### **Plan Your Check-In Process** 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. #### **Prepare Volunteers** 1. **Add volunteers** to your Check-In Tool ahead of time to ensure they are familiar with logging in ahead of your event. 2. **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](https://help.trellis.org/template-volunteer-check-in-instructions?hsLang=en). 3. **Train volunteers** before the event, then do a brief refresher on event day. Send volunteers the Trellis [check-in video](https://help.trellis.org/how-to-manage-and-check-in-an-attendee-using-the-check-in-tool?hsLang=en) in advance to watch. 4. 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. #### **Test Check-In** Run a mock check-in before your event: 1. Add yourself as an attendee and practice checking yourself in. We recommend using a complimentary ticket for this. 2. If you're using QR code scanning, test scanning a ticket. --- ### **Related Articles** - [How to Create and Set Up a Messaging Campaign](https://help.trellis.org/how-to-create-and-set-up-a-messaging-campaign?hsLang=en) - [How to Schedule Campaigns on Trellis Messaging](https://help.trellis.org/how-to-schedule-campaigns-on-trellis-messaging?hsLang=en) - [How to Assign Volunteers to Check-In Your Attendees](https://help.trellis.org/how-to-assign-volunteers?hsLang=en) - [Printable Instructions for Volunteers Doing Check-In](https://help.trellis.org/template-volunteer-check-in-instructions?hsLang=en) - [How to Check In Attendees Using the Check-In Tool](https://help.trellis.org/how-to-manage-and-check-in-an-attendee-using-the-check-in-tool?hsLang=en) - [How to Add an Attendee Directly to the Check-In Tool](https://help.trellis.org/how-to-add-an-attendee-in-the-check-in-tool?hsLang=en) - [Admin & Reporting](https://help.trellis.org/admin-reporting?hsLang=en#main-content) - [Welcome to Trellis](https://help.trellis.org/admin-reporting?hsLang=en#welcome-to-trellis) - [Understanding Fees](https://help.trellis.org/admin-reporting?hsLang=en#understanding-fees) - [Understanding British Columbia Provincial Sales Tax](https://help.trellis.org/admin-reporting?hsLang=en#understanding-british-columbia-provincial-sales-tax) - [Reports & Exports](https://help.trellis.org/admin-reporting?hsLang=en#reports-exports) - [Troubleshooting](https://help.trellis.org/admin-reporting?hsLang=en#troubleshooting) - [Set Up and Manage Your Banking](https://help.trellis.org/set-up-and-manage-your-banking?hsLang=en#main-content) - [Add Your Banking Details](https://help.trellis.org/set-up-and-manage-your-banking?hsLang=en#add-your-banking-details) - [Understanding Your Payouts](https://help.trellis.org/set-up-and-manage-your-banking?hsLang=en#understanding-your-payouts) - [Tax Receipts](https://help.trellis.org/tax-receipts?hsLang=en#main-content) - [Set Up Your Tax Receipts](https://help.trellis.org/tax-receipts?hsLang=en#set-up-your-tax-receipts) - [Manage Your Tax Receipts](https://help.trellis.org/tax-receipts?hsLang=en#manage-your-tax-receipts) - [Build and Design Your Fundraiser](https://help.trellis.org/build-and-design-your-fundraiser?hsLang=en#main-content) - [Build Your Fundraiser](https://help.trellis.org/build-and-design-your-fundraiser?hsLang=en#build-your-fundraiser) - [Fundraiser Settings](https://help.trellis.org/build-and-design-your-fundraiser?hsLang=en#fundraiser-settings) - [Manage Your Fundraiser](https://help.trellis.org/build-and-design-your-fundraiser?hsLang=en#manage-your-fundraiser) - [Live Event Views](https://help.trellis.org/build-and-design-your-fundraiser?hsLang=en#live-event-views) - [Messaging & Campaigns](https://help.trellis.org/messaging-campaigns?hsLang=en#main-content) - [Automated Messages](https://help.trellis.org/messaging-campaigns?hsLang=en#automated-messages) - [Creating Messaging Campaigns](https://help.trellis.org/messaging-campaigns?hsLang=en#creating-messaging-campaigns) - [Manage Your Messaging Campaigns](https://help.trellis.org/messaging-campaigns?hsLang=en#manage-your-messaging-campaigns) - [Analyze Your Messaging Campaigns](https://help.trellis.org/messaging-campaigns?hsLang=en#analyze-your-messaging-campaigns) - [Donor Experience](https://help.trellis.org/messaging-campaigns?hsLang=en#donor-experience) - [Event Ticketing](https://help.trellis.org/event-ticketing?hsLang=en#main-content) - [Set Up Your Event Tickets](https://help.trellis.org/event-ticketing?hsLang=en#set-up-your-event-tickets) - [Manage Your Attendees](https://help.trellis.org/event-ticketing?hsLang=en#manage-your-attendees) - [Post-Event Management](https://help.trellis.org/event-ticketing?hsLang=en#post-event-management) - [Donor Experience](https://help.trellis.org/event-ticketing?hsLang=en#donor-experience) - [Sponsorships](https://help.trellis.org/sponsorships?hsLang=en) - [Silent & Live Auctions](https://help.trellis.org/silent-live-auctions?hsLang=en#main-content) - [Set Up Your Auction](https://help.trellis.org/silent-live-auctions?hsLang=en#set-up-your-auction) - [Manage Your Auction](https://help.trellis.org/silent-live-auctions?hsLang=en#manage-your-auction) - [Auction Close](https://help.trellis.org/silent-live-auctions?hsLang=en#auction-close) - [Donor Experience](https://help.trellis.org/silent-live-auctions?hsLang=en#donor-experience) - [Donations](https://help.trellis.org/donations?hsLang=en#main-content) - [Set Up Your Donations](https://help.trellis.org/donations?hsLang=en#set-up-your-donations) - [Donor Experience](https://help.trellis.org/donations?hsLang=en#donor-experience) - [Items for Sale](https://help.trellis.org/items-for-sale?hsLang=en#main-content) - [Set Up Your Items for Sale](https://help.trellis.org/items-for-sale?hsLang=en#set-up-your-items-for-sale) - [Raffles & 50/50](https://help.trellis.org/raffles-50-50?hsLang=en#main-content) - [How to Run a Raffle](https://help.trellis.org/raffles-50-50?hsLang=en#how-to-run-a-raffle) - [Running a Raffle in the USA](https://help.trellis.org/raffles-50-50?hsLang=en#running-a-raffle-in-the-usa) - [Managing Your Raffle](https://help.trellis.org/raffles-50-50?hsLang=en#managing-your-raffle) - [Draw Winner & Reporting](https://help.trellis.org/raffles-50-50?hsLang=en#draw-winner-reporting) - [Donor Experience](https://help.trellis.org/raffles-50-50?hsLang=en#donor-experience) - [Raiser's Edge NXT Integration](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#main-content) - [Integration Set Up](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#integration-set-up) - [How the Integration Works](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#how-the-integration-works) - [Constituent Matching](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#constituent-matching) - [Gift Sync](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#gift-sync) - [Event Participation Sync](https://help.trellis.org/raisers-edge-nxt-integration?hsLang=en#event-participation-sync) - [Sales Entry System (SES)](https://help.trellis.org/sales-entry-system-ses?hsLang=en) - [Check-In Tool](https://help.trellis.org/check-in-tool?hsLang=en#main-content) - [Introduction to the Check-In Tool](https://help.trellis.org/check-in-tool?hsLang=en#introduction-to-the-check-in-tool) - [Managing Attendees](https://help.trellis.org/check-in-tool?hsLang=en#managing-attendees) - [Event Day](https://help.trellis.org/check-in-tool?hsLang=en#event-day) - [Post-Event Management](https://help.trellis.org/check-in-tool?hsLang=en#post-event-management) - [Fund-a-Need](https://help.trellis.org/fund-a-need?hsLang=en#main-content) - [Set Up Your Fund-a-Need](https://help.trellis.org/fund-a-need?hsLang=en#set-up-your-fund-a-need) - [Manage Your Fund-a-Need](https://help.trellis.org/fund-a-need?hsLang=en#manage-your-fund-a-need) - [Manage Pledges Post-Event](https://help.trellis.org/fund-a-need?hsLang=en#manage-pledges-post-event) - [Security, Privacy & Technology](https://help.trellis.org/security-privacy-technology?hsLang=en) - [New Features!](https://help.trellis.org/new-features?hsLang=en) - [Resources for a Successful Fundraiser](https://help.trellis.org/resources-for-a-successful-fundraiser?hsLang=en#main-content) - 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