--- title: How to Check In Attendees Using the Check-In Tool description: In this article, we will guide you and your volunteers through using the Check-In Tool during your event. --- [Skip to content](https://help.trellis.org/how-to-manage-and-check-in-an-attendee-using-the-check-in-tool#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. [Event Day](https://help.trellis.org/check-in-tool?hsLang=en#event-day) # How to Check In Attendees Using the Check-In Tool ## In this article, we will guide you and your volunteers through using the Check-In Tool during your event. The Check-In Tool helps you manage event attendees in one place — check them in, update their info, add items to their carts, save credit cards, and process payments. ### **Step 1: Access the Check-In Tool** - Go to **esm.trellis.org** and log in as an Organizer or Volunteer. - Or open it from the **Dashboard** → **Event & Sales Manager (ESM)**. ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-01-21%20at%2010-22-02%E2%80%AFAM-png.png?width=339&height=349&name=Screenshot%202025-01-21%20at%2010-22-02%E2%80%AFAM-png.png) ### **Step 2: Find the Attendee** - Search by **last name** (recommended), email, or phone number. - If not found, try searching under the ticket purchaser’s name. - If using a phone or tablet, you can also scan the QR code on the attendee's ticket. ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-25-05%E2%80%AFPM-png.png?width=670&height=255&name=Screenshot%202025-08-18%20at%202-25-05%E2%80%AFPM-png.png) ### **Step 3: Check the Attendee’s Status** When you pull up an attendee, their status will be shown: 1. **Linked (Best Case): **Attendee is linked to an account 1. Full access: check-in, shared cart, save cards, complete purchases. ![](https://help.trellis.org/hs-fs/hubfs/image-png-May-15-2026-05-01-23-4413-PM.png?width=256&height=90&name=image-png-May-15-2026-05-01-23-4413-PM.png) 2. **Unlinked: **Attendee is not linked to an account, a unique email address is missing. 1. Can check in, edit info, add unique email, one-time payments. 2. No shared cart, can’t save cards until a unique email is added. ![](https://help.trellis.org/hs-fs/hubfs/image-png-May-15-2026-05-01-35-3678-PM.png?width=245&height=92&name=image-png-May-15-2026-05-01-35-3678-PM.png) 3. **Unverified: **Attendee is linked to an account but needs to verify their email. 1. Can check in, local cart, one-time payments. 2. No shared cart or saved cards until verified. 3. They verify by clicking the link sent to their email/phone, bidding in an auction, or making a purchase while signed in. ![](https://help.trellis.org/hs-fs/hubfs/image-png-May-15-2026-05-01-49-0509-PM.png?width=248&height=76&name=image-png-May-15-2026-05-01-49-0509-PM.png) ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-25-56%E2%80%AFPM-png.png?width=620&height=380&name=Screenshot%202025-08-18%20at%202-25-56%E2%80%AFPM-png.png) ### **Step 4: Confirm Information** Verify details with the attendee: - *“Is your email \[email\] and does your phone number end in ####?”* - If missing or incorrect, click **View More** \> **Edit Attendee**. ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-26-47%E2%80%AFPM-png.png?width=670&height=311&name=Screenshot%202025-08-18%20at%202-26-47%E2%80%AFPM-png.png) ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-44-57%E2%80%AFPM-png.png?width=670&height=429&name=Screenshot%202025-08-18%20at%202-44-57%E2%80%AFPM-png.png) **Login links** are sent to the **phone number on an attendee's record**. Double check that each attendee's phone number is correct before checking them in, so login links and account access do not go to the wrong attendee. If you do not know an attendee's phone number, leave the field blank. Family members **should not** share a single phone number across multiple attendee records, as the attendee whose phone number is listed will receive multiple login links and donor account access. Each family member should have their **own phone number,** or the field left blank. **To remove a phone number from an attendee's record:** 1. Navigate to **Edit Attendee**. 2. **Delete** the attendees phone number. 3. Click **Save**. ### **Step 5: Check In the Attendee** - Click the **blue Check-In button**. - If email address is missing or duplicate, you will be prompted to edit the attendee. ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-27-37%E2%80%AFPM-png.png?width=670&height=421&name=Screenshot%202025-08-18%20at%202-27-37%E2%80%AFPM-png.png) - If email is valid and the phone number is missing, you’ll be prompted to add one.   ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-27-20%E2%80%AFPM-png.png?width=670&height=414&name=Screenshot%202025-08-18%20at%202-27-20%E2%80%AFPM-png.png) - The system then sends a sign-in link by text/email. Ask the attendee to click it on their phone. - The text says: *"Welcome to \[Fundraiser Headline\]! Your table number is \[##\]. Here's your one-time login link to your account: \[url\]"* ### **Step 6: Add a Credit Card** - If no card is saved, you’ll be prompted to add one. - *Best practice: Save a card at check-in to make checkout fast and smooth.* ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-29-05%E2%80%AFPM-png.png?width=670&height=404&name=Screenshot%202025-08-18%20at%202-29-05%E2%80%AFPM-png.png) ![](https://help.trellis.org/hs-fs/hubfs/Screenshot%202025-08-18%20at%202-29-31%E2%80%AFPM-png.png?width=670&height=429&name=Screenshot%202025-08-18%20at%202-29-31%E2%80%AFPM-png.png) #### Attendee is now checked in and you can move on to the next guest! **Pro Tips** 1. Verify contact info (email and phone) at check-in, as people sometimes have someone else's info. 2. If couples want to share an email address and credit card, get all information for one spouse (the primary) and assign a paddle number. The other spouse should be checked in, but you do not need to collect contact info and you should not assign a paddle number. Make sure you only hand out one paddle number to the couple. 3. If you forget what the Attendee statuses mean, the legend on the left hand side of the check-in tool can explain again. --- ### **Download Report with Attendee Check-In Status** - Go to your **Dashboard**. - Go to Results \> **All Transactions.** - Click **Export**. - Navigate to the **Attendees Tab**. - **Column S** contains **Checked In** data. - True = Checked In - False = Not Checked In **Want a printout of these instructions for your volunteers?** We have a handy shorter version of these instructions you can print out for the day of your event. Check out this article: [Template: Volunteer Check-In Instructions](https://help.trellis.org/template-volunteer-check-in-instructions?hsLang=en)  --- ### **Frequently Asked Questions** **Can I check in attendees post-event?** Yes,[this article](https://help.trellis.org/how-to-check-in-attendees-post-event?hsLang=en) goes over how to check in attendees post-event without them receiving notifications.  **Can two or more guests share the same email?** Yes, but with limited functionality. Only one attendee can be linked to a user account per event. The other attendee(s) will be considered Unlinked, which means you cannot save a credit card to their account. This is fine if only the linked attendee plans on participating, which can be the case with spouses. For the best experience (for you and your guests), any attendees that plan on participating should have a unique email address so they can be linked to a user account. **What happens if an attendee is Unlinked?** You can still check them in and manage their cart. But here’s what to keep in mind: - They won’t see what you add to their cart. - You won't see what they add to their cart themselves, from their phone. - You can’t complete their purchase until they provide an email. This is because our system requires a user account in order to save any data, and user accounts require a unique email address. **Do you integrate with credit card scanning hardware?** No, Trellis does not integrate with external scanning hardware. In practice, we’ve found that even without hardware, check-in is typically fast and delays are minimal. Our system is designed to keep the process efficient without requiring additional equipment. **What if an attendee does not want to give their credit card info?** You can tell them you are saving a card onto their account for them, so they can bid in the silent auction, purchase raffle tickets / contest entries, and make donations throughout the night. If they still resist, they can always add their card themselves directly from their account if they decide to make a purchase.  **Why is this attendee Unverified? What does that mean?** If an attendee's email matches an existing user account on Trellis, we run through a number of security checks to confirm that that attendee is truly that user account by looking at verified purchases. If we are unable to verify ourselves that that attendee is the same individual as the user account, we require the attendee to click on a verification link in their email to confirm their account. This is to ensure credit card data is not exposed to malicious actors.  **Can guests receive their sign-in link via text if they have an international phone number?** Yes. Trellis supports texting any number as long as the correct country code is selected from the drop-down menu, for example Canada. **Need Help?** If you have questions or need assistance, reach out to our Product Engagement Team via the blue chat icon or email support@trellis.org. - [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) - 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