17 Best Event Check-in Apps Tools for Conferences (2024)

Max Wu Feb 19, 2024

Having a smooth event check-in can really make your event start off on the right foot, but if it's not handled well, it could lead to a bumpy beginning. That's why picking a good event check-in app for your event is key to avoiding any hiccups. You definitely don't want to face delays or tech troubles on the big day.

It's also smart to choose an app that offers tech support, just in case you hit a snag. This move can spare you and your guests any unnecessary stress, guaranteeing a quick and easy check-in.

But with so many apps out there for event check-in, how do you pick the best one? Don't worry, we've compared a few for you, to help you choose wisely.

Why You Need Event Check-In Software?

Why should you go digital for event check-ins? The benefits are clear. This tech makes organizing events a breeze, cuts down on mistakes, and gets guests through the door faster. This means that at big gatherings like conferences, trade shows, and exclusive VIP events, your attendees can skip the long lines and start enjoying the event right away, giving them a great first impression.

Plus, these digital check-in tools are packed with useful information. They track how guests interact with your event in real time, giving you a treasure trove of data. This insight is super helpful for planning your next event and shaping your marketing tactics.

 

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How To Choose the Best Event Check-In Apps?

Here are five main factors to consider when selecting your event check-in software, each significant in its own right.

  1. User-Friendliness: Opt for an app with an intuitive interface that's easy for both staff and attendees to navigate, ensuring a smooth check-in process and reducing wait times.

  2. Integration Capabilities: The chosen app should integrate seamlessly with your event management tools or be part of an all-in-one solution, facilitating uninterrupted data flow and minimizing manual data entry errors.

    eventx-check-in-app-search-name
  3. Cost-Effectiveness: Evaluate the pricing against the features and long-term benefits offered. An initially pricey app might prove cost-effective through enhanced efficiency and attendee satisfaction.

  4. Reliable Customer Support: Essential for navigating unexpected challenges, robust customer support ensures help is at hand for troubleshooting or making last-minute adjustments, enhancing both organizer and attendee experiences.

  5. Peer Reviews: Real-world feedback from other event professionals can provide invaluable insights into the app’s performance, reliability, and value, helping to inform your decision.

This streamlined approach focuses on usability, integration, value, support, and peer recommendations to guide you in choosing an app that best meets your event’s needs.

 

Table of Contents Summarize Best 17 Event Check-In Apps

App Name Pricing Pros
EventX Free trial, Flexible pricing model Efficient check-in, Multiple check-in methods, Timely reminders
OnArrival @ Cvent Quote-based, $3 - $12 per attendee + 3.99% credit card fees User-friendly interface, Efficient badge printing, Professional appearance
Eventbrite Free for free events, Ticketing fees vary E-Tickets with QR codes, Integration, Ease of Use
Certain Check-in

Certain Essential: $14990/yr,
Certain Pro: $24990/yr

Customizability, Support and Customer Success, Versatility
Attendium Starter: $2028/yr, Professional: $3900/yr, Enterprise: $8028/yr Quick guest check-in, Real-time attendance monitoring
Zkipster Starter: $2707/yr, Professional: $4437/yr, Enterprise: $8392/yr User-friendly interface, Adaptability, Support
Splash Free version, Basic: $12500/yr, Pro: $19500/yr Event management scaling, Check-in app, Customer service
Guest Manager On Demand: $30 - $960, Planner: $468/yr, Professional: $948/yr, Concierge: $2388/yr Data insights and reporting, Ease of use, Offline use
Sched Essentials: $499/250 attendees, Plus: $999/250 attendees, Premium: $4999/250 attendees Ease of registration, Flexibility, Responsive support
Eventleaf Free plan for up to 100 attendees/yr, Basic: $1/attendee, Professional: $2/attendee User-friendly, Check-in efficiency, Competitive pricing
RSVPify Free for up to 100 guests, Personal Events: $19/mo, Professional Events: $39/mo, Enterprise: $499/yr Guest list management, All-in-one dashboard
Onsite by Webex Events Free plan for up to 100 attendees/yr, Pro Plan: $83/mo (billed annually) Efficient check-in process, User-friendly interface, Customer support
Whova Custom pricing based on event needs Excellent customer support, User-friendly, Check-in process, Name badge feature
Stova (Formerly Meetingplay & Aventri) Pricing per registration, Fixed-fee for >25000 registrations/yr Flexibility, Good custom reports
RingCentral Events (Formerly Hopin) Free plan available, tiers up to Business Plan User-friendly, Comprehensive features
vFairs Customized pricing plans User-friendly app, Smooth check-in process, Efficient badge printing
Eventdex Scan Attendee: $299 per event with 1 session. Seamless, contactless check-in with integrated devices.

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17 Best Free and Paid Event Check-In Apps

  

1. EventX

feature_Check-in@2x

 

Key Features:

  • Supports 4 ways of check-in, which are face ID, name search, walk-in, and QR code check-in.
  • Create personalized badges that can be printed on-demand as guests check-in.
  • Real-time attendee tracking for efficient crowd management.
  • Integration with CRM and provide an all-in event management system for seamless data flow.
  • Customizable check-in interface to align with event branding.
  • Advanced analytics dashboard for post-event insights.
  • Self-service kiosk
  • Support offline mode for uninterrupted service.

featureUpdate_BadgeDesign

Pricing:

  • Offers free trial 

    (Try it Now)

  • Provides free demo
  • Flexible pricing model (contact sales for detail pricing)

Rating and User Feedback:

  • 4.9 out of 5 on G2 (123 Reviews) (Last updated in Dec 2023) 

 

Pros

  • Effective check-in process: Users appreciate that EventX's check-in application provides an efficient way to check in attendees using QR codes, making the process quick and convenient. -- Petra B.
  • Multiple check-in methods: EventX offers multiple ways to check in attendees, including reception check-in and search options, providing flexibility and convenience for event organizers.  -- Janavi R.
  • Timely reminders: EventX offers features like email reminders and registration form tracking, which help organizers and attendees stay on track during events. -- Henry C.

Cons

  • Confusion with new features: Users noted that the introduction of new features could sometimes cause confusion among attendees and organizers, highlighting the need for better guidance. -- Janavi R.

Availability on Mobile Platforms:

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2. OnArrival @ Cvent

Key Features:

  • Quick self-service check-in with QR codes.
  • On-demand badge printing capabilities.
  • Session tracking for detailed attendee management.
  • User-friendly interface for organizers and attendees.
  • Self-service kiosk 

Pricing:

  • Quote-based pricing model tailored to the specific needs of the event.
  • Based on the number of events the planner host per year, the average entry fee, and the number of attendees per event.
  • Costs $3 - $12 per attendee, and plus 3.99% credit card processing fees.

User Ratings and Feedback:

  • 4.3 out of 5 on G2 (12 Reviews) (Last updated in Dec 2023) 

Pros

  • User-Friendly Interface: Users appreciate the well-laid-out and user-friendly interface, making it easy for attendees to navigate. -- Mannav G.
  • Efficient Badge Printing: The app is effective for on-site badge printing and scanning, which simplifies the check-in process for events. -- Verified User in Events Services
  • Professional Appearance: Users mention that OnArrival helps them achieve a professional look at events without the need for expensive equipment. -- Verified User in Government Relations

Cons

  • Complex Admin Functionality: Users find the admin functionality within OnArrival confusing and clunky, which can be a drawback for event organizers. -- Tyler M.

Availability on Mobile Platforms:

  

3. Eventbrite

Key Features:

  • Simplified check-in with a quick ticket scanning system.
  • Real-time synchronization for attendee lists across devices.
  • Easy-to-use interface for both organizers and attendees.
  • Guest list management and on-site ticket sales capabilities.

Pricing:

  • Free for free events 
  • Charge on ticketing fees which vary per country and currency
  • 3.5% - 5.99% + USD $1-2 per sold ticket  + 2.9% of the total order
  • Offers different package options based on event size and complexity.

Rating and User Feedback:

  • 4.4 out of 5 on G2 (757 Reviews) (Last updated in Dec 2023) 

 

Pros

  • E-Tickets with QR Codes: Eventbrite provides e-tickets with QR codes, making it easy for attendees to check in at events. This feature simplifies the check-in process and enhances event security. -- Julie H.
  • Integration: Users appreciate the ability to integrate Eventbrite's ticketing and registration features into their websites without the need for coding. -- Ally G.
  • Ease of Use: Users find Eventbrite easy to use, both for event registration and ticket sales. It offers a user-friendly interface for creating events and managing attendees. -- Mark L.

Cons

Availability on Mobile Platforms:

  • Eventbrite Organizer app available on both iOS and Android.

 

4. Certain Check-in

Key Features:

  • Automated Check-In that Speed up the registration process
  • Create personalized badges that can be printed on-demand as guests check-in.
  • Access live data on attendee numbers, check-in times, and session attendance.
  • Certain integrates seamlessly with CRM systems and marketing tools, enhancing data collection and attendee engagement.
  • Features like self-service kiosks and on-site support streamline the check-in process for both attendees and organizers.

Pricing:

  • Certain Essential : $14,990 (Annually/License)
    • 2,000 Registrations ($3/additional registrant)
  • Certain Pro : $24,990 (Annually/License)
    • 3,000 Registrations ($4/additional registrant)
  • Certain offers various pricing tiers to accommodate different event sizes and requirements.

Rating and User Feedback:

  • 4.5 out of 5 stars on G2 (76 Reviews) (Last updated in Dec 2023) 

Pros

  • Customizability: Certain Event Management offers a highly customizable platform that allows for tailored event experiences and data collection.
  • Support and Customer Success: Users appreciate the dedicated support and customer success teams at Certain, as well as their receptiveness to feedback.
  • Versatility: Certain is versatile and can be used for a wide range of events, from large conferences to smaller webinars, offering logic-based rules for different attendee types.

Cons

  • Learning Curve: The platform may have a steep learning curve, especially for those without HTML knowledge.
  • Reporting: Some users find that Certain's reporting capabilities, especially at a macro or multi-instance level, could be improved.

Availability on Mobile Platforms:

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5. Attendium


Key Features:

  • Quick Guest Check-in: Quickly search for and check-in guests by name, list, or custom field using a smartphone, tablet, or computer.
  • Export Guest Lists: Easily export lists of attendees who attended or missed the event.
  • Real-Time Attendance Monitoring: View an accurate list of who participated in real time, with the option to create accounts with limited access for list viewers​.

Pricing:

  • Starter : US$ 2028 (Annually/License) 
  • Professional : US$ 3900 (Annually/License)
  • Enterprise : US$ 8028 (Annually/License)

Rating with Score and Feedback from Users

  • There is no review on G2 (Last updated in Dec 2023) 

Availability on Mobile Platforms:

 

6. Zkipster

Key Features:

  • Offers a contactless event check-in app for iOS and Android, allowing registration teams to find and register guests in seconds​.
  • The check-in of guests and their plus-ones simultaneously​.
  • Work seamlessly even when Wi-Fi connectivity drops, saving all mobile check-in activity locally and resyncing across all devices once service is restored​.
  • Keep everyone updated with text alerts for guests or event organizers
  • Speed up the process by using special QR codes 
  • On-Site Name Badge Printing for guests and their groups on local wireless printers

Pricing:

  • Starter : US$ 2707 (Annually/License) 
  • Professional : US$ 4437 (Annually/License)
  • Enterprise : US$ 8392 (Annually/License)

Rating with Score and Feedback from Users:

  • 4.6 out of 5 stars on G2 (11 Reviews) (Last updated in Dec 2023) 

Pros

  • User-Friendly Interface: Users appreciate Zkipster's user-friendly interface, which makes it easy to use.
  • Adaptability: The platform can adapt to the ever-changing event landscape and offers regular updates to keep up with new features and industry trends.
  • Support: The support team is approachable and friendly, providing quick assistance when needed.

Cons

  • Complex Events: For intricate events with many different categories of guests, the setup process can be a bit clunky, requiring some time and effort.

Availability on Mobile Platforms:

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7. Splash

Key Features:

  • Easy Check-in: Swiftly check guests in with a simple swipe or scan, register walk-ins, and print event badges on demand​.
  • Real-Time Check-in Count: A live check-in count is maintained that syncs across your systems in real-time, ensuring accurate attendee tracking even if your device loses connection temporarily​.
  • Kiosk Mode: This feature allows event-goers to securely check-in and self-register, optimizing resources and expediting the check-in process​.
  • Branded Registration Forms: Customize registration forms to reflect your brand, aiding in a cohesive event experience​.
  • Guest List Management: Maintain and manage your guest list effortlessly, ensuring smooth operations during the event​.

Pricing:

  • Free Version: For Personal Use and Occasional Small Business Events 
  • Basic Version: US$ 12,500 per year
  • Pro Version: US$ 19,500 per year

Rating with Score and Feedback from Users:

  • 4.4 out of 5 stars on G2 (319 Reviews) (Last updated in Dec 2023) 

 

Pros

  • Event Management Scaling: Users appreciate Splash's ability to scale event management across their organization, making it easier to control event creation through forms.
  • Check-in App: The check-in app is user-friendly and can be accessed on smartphones, allowing for convenient event check-ins.
  • Customer Service: Splash's customer service is praised for being responsive and helpful in resolving issues.

Cons

  • Limited Features for Large Events: Some users find that Splash may not have all the necessary features for larger events with over 300 registrants, making it more suitable for smaller events.
  • Design Customization: The platform's landing page and template customization can be clunky and may require some design skills to use effectively.

Availability on Mobile Platforms:

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8. Guest Manager

Key Features:

  • User-friendly for professionals of all levels.
  • Swift check-in process, up to 75% faster.
  • Multi-device functionality with robust attendee data management​.

Pricing:

  • On Demand: Start from $30 per 100 credits to $960 per 10,000 credits 
  • Planner: $468 per year (with 3600 credits)
  • Professional: $948 per year (with 9600 credits)
  • Concierge: $2388 per year (with 24000 credits)
  • Credits is used for check-ins. 

Rating with Score and Feedback from Users:

  • 4.1 out of 5 stars on G2 (4 Reviews) (Last updated in Dec 2023) 

Pros

  • Data Insights and Reporting: Guest Manager is praised for its data insights and reporting capabilities, which help businesses gather valuable information about guest preferences, occupancy rates, and revenue. This data aids in making strategic decisions.
  • Ease of Use: Users find Guest Manager to be user-friendly, providing a seamless experience for attendees.
  • Offline Use: One of its standout features is the ability to be used offline, making it suitable for areas with low connectivity.

Cons

  • Learning Curve: Some users mention that there may be a learning curve, especially if the software has a complicated user interface or extensive functionality. Staff training may be necessary in such cases.

Availability on Mobile Platforms:

  • Compatible with both iOS only.

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9. Sched

Sched event check-in apps

Key Features:

  • Event organization with activity scheduling, speaker and sponsor management, schedule sync, digital signage, and more.
  • Suitable for multi-track events requiring pre-event planning.
  • Integration with Eventbrite for ticket synchronization.

Pricing:

  • Essentials: $499 / 250 attendees
  • Plus: $999 / 250 attendees
  • Premium: $4,999 / 250 attendees

Rating with Score and Feedback from Users:

  • 4.3 out of 5 stars on G2 (19 Reviews) (Last updated in Dec 2023) 

 

Pros

  • Ease of Registration: Users appreciate the ease with which registration can be done on Sched. The platform is constantly upgraded and improved, providing a seamless registration experience.
  • Flexibility: Users like the flexibility of Sched in terms of setting session caps, freezing registration, and managing events.
  • Responsive and Helpful Support: Sched is praised for its responsive and helpful customer support. Users find the support team to be great, responsive, and willing to assist with any issues.

Cons

  • Lack of QR Code for Scanning: Users have expressed the desire for a scannable QR code feature for attendees, which is currently not available.
  • Customization: While Sched is user-friendly, some users wish for more customization options, especially for those managing events in the background.

Availability on Mobile Platforms:

  • Compatible with iOS only.

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10. Eventleaf

Key Features:

  • Check in attendees via scanning, list selection, or name search.
  • Print badges on-site, collect payments, track check-in and check-out times.
  • Multiple language support for check-in.

Pricing:

  • Free plan for up to 100 attendees per year. 
  • Basic plan at $1/attendee, Professional at $2/attendee, and a custom priced Ultimate plan​.

Rating with score and feedback from users:

  • 4.7 out of 5 stars on G2 (65 Reviews) (Last updated in Dec 2023) 

Pros

  • User-Friendly: Users appreciate that Eventleaf is user-friendly, making it easy for both administrators and users checking in at events.
  • Check-In Efficiency: Eventleaf offers efficient on-site check-in processes, including features like badge printing and barcode scanning.
  • Competitive Pricing: Users find Eventleaf to be cost-effective and competitive in terms of pricing.

Cons

  • Documentation: Some users mention the need for more comprehensive documentation or training materials to fully utilize all features of Eventleaf.
  • Learning Curve for Registration Setup: Users note that setting up registration fields can be a bit time-consuming and requires manual configuration.

Availability on Mobile Platforms:

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11. RSVPify

Key Features:

  • Guest check-in for both primary and secondary events using QR code scanning.
  • Management of age-restricted events and secure data handling with password management.
  • Customizable landing pages and easy setup for guest lists and RSVP management​

Pricing:

  • Free plan for up to 100 invited guests and RSVPs
  • Personal Events: $19/ month
  • Professional Events: $39/month
  • Enterprise: $499/month billed annually

Rating with score and feedback from users:

  • 4.5 out of 5 stars on G2 (4 Reviews) (Last updated in Nov 2023) 

 

Pros

  • Guest List Management: Users like RSVPify for its guest list management feature, which helps keep track of all guests attending an event.
  • All-in-One Event Dashboard: RSVPify offers an all-in-one event dashboard that allows users to track attendees and their preferences, making event management more efficient.

Cons

  • Menu Option: Some users find it difficult to arrange food specific to every person due to limitations in the built-in menu option.

Availability on Mobile Platforms:

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12. Onsite by Webex Events (formerly Socio)

Key Features:

  • Session Check-in: Streamline attendance tracking, award CEUs, control access, and gain insights into attendee behavior.
  • On-Demand or Distributed Check-in: Choose between allowing attendees to check and verify their badge details or speed up the process with Fast Track Check-in.
  • Custom Branding and Advanced Customization: Configure the branding and privacy experience with custom fields and badge rules using the advanced badge designer.
  • Onsite Event Hardware Rental: Work with trusted onsite hardware vendors for badge printing and check-in, or choose to buy your own equipment if hosting multiple events

Pricing:

  • Free Plan: Host a single event with key functionalities for up to 100 attendees per year at no cost.
  • Pro Plan: For $83 per month (billed annually at $999), host multiple events whether in-person, hybrid, or virtual with more enhanced features

Rating with score and feedback from users:

  • 4.7 out of 5 stars on G2 (541 Reviews) (Last updated in Dec 2023) 

Pros

  • Efficient Check-In Process: The platform enables a faster check-in process for participants, eliminating the need for printed passes.
  • User-Friendly Interface: Both end users and admins find the interface user-friendly.
  • Customer Support: Users praise the excellent customer support, with quick responses to queries.

Cons

  • Sorting and Re-Arranging: Admins would like more sorting and re-arranging capabilities within the platform itself for efficient workflow.

Availability on Mobile Platforms:

  • Compatible with iOS only.

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13. Eventdex

Key Features:

  • All-in-one Event Registration & Management Software aimed at enhancing the attendee event check-in experience and executing flawless events.
  • Offers seamless and contactless event check-in experiences with integrated devices.
  • Provides fast print speeds, excellent print quality, manageability, and security via Zebra and Brother label Printers with ZD & GK Series for onsite badge printing​.

Pricing:

  • ScanAttendee: $299 per event with 1 session. 
  • The pricing model includes a one-time license fee starting from $1.00, with no long-term contracts, setup fees, cancellation fees, or hidden fees​

 

Rating with score and feedback from users:

  • 5 out of 5 stars on G2 (1 Review) (Last updated in Dec 2023) 
  • Users have praised the ease-of-use, customer support, and value for money.
  • The software's check-in functionalities, including QR code scanning, were highlighted for speeding up entry times and enhancing the overall guest experience

Availability on Mobile Platforms:

  • Compatible with iOS only.
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14. vFairs

Attendee-Networking-min (1)

 

Key Features:

  • Organizers can assign unique QR codes to each attendee and email the code. When attendees reach the venue, they can quickly scan the QR code using a self-check-in kiosk. The personalized QR codes will be used to check in attendees easily with the mobile event app. 
  • vFairs facilitates networking among participants through features like chat, private messaging, and video calls. This helps attendees connect with exhibitors, speakers, and other participants.
  • The platform supports the delivery of various types of content, including live and on-demand webinars, presentations, and panel discussions. This allows organizers to offer a diverse range of content to engage attendees.
  • Gamification features, such as virtual scavenger hunts, quizzes, or leaderboards, can be integrated to make the virtual event more interactive and enjoyable for attendees.

Pricing:

  • vFairs offers customized pricing plans for different event goals and types. Plans that they offer include annual plans and per event/product plans. 

Rating with score and feedback from users:

  • 4.7 out of 5 on G2 (1571 Reviews) (Last Updated in Dec 2023)

Pros

  • User-Friendly App: The vFairs app is described as user-friendly, making it easy to include event details such as agendas, sponsors, exhibitor information, and floor plans. It helps keep attendees informed and aids in tracking attendance.
  • Smooth Check-In Process: Users highlight that the check-in process via the app is easy and smooth, even for large events with over 600 attendees.
  • Efficient Badge Printing: The on-site badge printing feature is praised for simplifying the check-in process and improving efficiency.

Cons

  • Badge Quality: Some users reported issues with badge quality, such as ink smudging upon receipt. However, vFairs' support was able to resolve these issues promptly.
 Availability on Mobile Platforms:
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15. Whova

3way-checkin

 

Key Features:

  • The Whova app allows a paperless event check-in process to reduce the need for staff onsite. It offers both contactless self-check-in and staffed check-in. 
  • The Whova app allows organizers to track event attendance in real-time. Organizers can measure a session’s popularity by tracking the attendance rate of individual sessions. The Whova certificate issuance tool uses attendance data to generate and distribute certificates for attendees. 
  • The app generates a clear list of attendees that you can share with the sponsors. Such data can help sponsors see who is interested in the content and develop future marketing campaigns accordingly. 
  • In the Whova event check-in app, the registration information is synced across all devices. This way it helps all staff members and users access the same data in real-time.

Pricing:

  • Whova offers different pricing plans for their event management platform, and the specific details may vary based on your event needs and requirements.

Rating with score and feedback from users:

  • 4.8 out of 5 on G2 (1319 Reviews) (Last updated in Dec 2023) 

Pros

  • Excellent Customer Support: Whova's customer support team was highly praised for being responsive and helpful.
  • User-Friendly: Users appreciated the app's user-friendly interface and straightforward navigation.
  • Check-In Process: Reviewers found the check-in process to be straightforward and easy, reducing waiting times.
  • Name Badge Feature: Users could easily customize and print name badges for different participant categories.

Cons

  • Notifications: Notifications outside the app were reported to be inconsistent, and it was sometimes challenging to identify new content within the app.
  • Limited Seminar Check-In Information: Reviewers suggested adding a feature to indicate which seminars attendees had checked into to facilitate meetups.

 Availability on Mobile Platforms:

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16. Stova (Formerly Meetingplay & Aventri) 

Discover-a-custom-app

Key Features:

  • Attendees can access the event site with a contactless onsite check-in. This app will have all the registration details of an attendee so it also works as a digital badge. Every user is assigned a QR code for check-in and scanning. 
  • The real-time dashboards displayed within the event check-in app allow organizers to gauge the attendance rate of their event. You can also create custom dashboards to display key information for stakeholders.  
  • The app can seamlessly display static or interactive maps of exhibitor floors and meeting rooms to connect locations to sessions for multiple ways to access the venue information. Provide tips to navigate the locations and points of interest location.

Pricing:

  • Pricing Per Registration: The price drops as registration volume increases and minimum commitment of 1000 registrations per year is needed.
  • Fixed-fee Enterprise Pricing: Available for volumes of more than 25000 registrations per year.

Rating with score and feedback from users:

  • 4.2 out of 5 on G2 (167 Reviews) (Last updated in Dec 2023)

Pros

  • Flexibility: Users find the team willing to accommodate last-minute changes and innovative in addressing specific event needs.
  • Good Custom Reports: Users appreciate that Aventri (now Stova) generates good custom reports for various aspects of events.

Cons

  • Complex Pricing Structure: Users find the pricing structure complex, with many options and additional costs, which can be confusing.
  • Limited Control: Users mention a desire for more control over certain features, such as turning on and off specific elements of the platform, without relying on the Stova (Meetingplay & Aventri) team.

 Availability on Mobile Platforms:

  • Compatible with iOS only.

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17. RingCentral Events (Formerly Hopin)

 

Hopin Organizer by Hopin Ltd

Key Features:

  • The Hopin app allows the organizers to easily check in event attendees in a quick manner. Organizers will have to create an account and set it up. Attendees can be added using the Hopin registration data, or uploaded in bulk. 
  • Track the attendance of an event in real time with the Hopin app. This helps organizers understand the active attendance in the venue which will eventually help you measure ROI. Organizers can also share the onsite attendee information among staff.
  • Hopin often integrates with third-party tools, such as CRM software and marketing platforms, to streamline event management

Pricing:

  • Free Plan: Hopin typically offers a free plan with basic features for small events or users looking to explore the platform. 
  • Basic Plan: The Basic Plan usually includes additional features and is suitable for small to medium-sized events.
  • Pro Plan: The Pro Plan offers more advanced features, increased capacity, and is designed for larger events with higher attendance.
  • Business Plan: The Business Plan is typically the highest tier, offering the most extensive features, capabilities, and support. It is suitable for large-scale and enterprise-level events.
  • Custom Plans: For very large events or organizations with specific requirements, Hopin may offer custom plans tailored to the unique needs of the client.

Rating with score and feedback from users:

  • 4.5 out of 5 on G2 (883 Reviews) (Last Update in Dec 2023)

Pros

  • User-Friendly: Hopin is considered easy to navigate from both an organizer and attendee perspective, making it user-friendly.
  • Comprehensive Features: The platform offers a comprehensive set of features for creating engaging online events, including admin dashboard, virtual talent management, and detailed reporting.

Cons

  • Lack of Hybrid Event Check-In: Some users wish for a check-in option for hybrid events within Hopin, which is currently missing.
  • Feature Functionality and User Experience: Users mention that some newly introduced features may not be well thought out from both an attendee and organizer perspective, potentially complicating the user experience.

 Availability on Mobile Platforms:

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Frequently Asked Questions

What are Event Check-in Systems?

Event check-in software is a game-changer for event planning, acting like a digital front desk that makes the whole arrival and sign-up process smooth for guests. This tech has completely upgraded how people first experience an event, swapping out old-school paper methods and waiting times for a quick, safe, and engaging way to get started. As highlighted by big names in the business, like Cvent and EventX, these systems do more than just keep track of who's there; they're all-in-one tools that boost interaction, help people connect more easily, and handle guest information with accuracy.

How does Event Check-in Apps Work?

Everything starts before the big day, with guests signing up online and getting their digital thumbs-up, usually as QR codes or using NFC tech. When they show up, they can either check themselves in at kiosks or meet staff with tablets who can quickly check them in with a quick scan of a code (just like in the video demo you saw). This setup doesn't just make getting in faster; it also cuts down on mistakes and jams, letting the event team focus on giving guests a warm welcome instead of drowning in paperwork.

After getting checked in, the software kicks into gear, doing things like printing out custom badges, telling hosts when VIPs arrive, and tailoring the experience for each guest based on what they like and their profile. These systems are smart because they can work together with other event tools, keeping guest info in sync and offering updates in real time. Planners get to see who's going where, which talks are hot, and even what food is flying off the shelves, helping them tweak things as they go and collect useful info for next time.

And that's not all, as the pros will tell you. These systems do more than just handle check-ins. They manage sessions, help exhibitors gather leads, and add fun interactive stuff like polls and surveys to keep everyone involved. This all-round integration makes sure the event feels connected and engaging from start to end.

In short, event check-in software bridges the gap between tech and human touch in the event scene, bringing a smart, data-informed way to look after guests while keeping that all-important personal vibe. It's a must-have for any event planner looking to pull off events that are not just smooth and memorable but also rich in insights.

 

What are the Benefits Of Event Check-In Software?

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The integration of Event check-in app into the fabric of event management system has brought with it a plethora of benefits that savvy event planners are leveraging to create unforgettable experiences. Here are five key advantages that underscore why this technology is an indispensable asset for any event.

1. Enhanced Attendee Experience

First impressions are lasting, and Event check-in software ensures that the initial attendee interaction is smooth and positive. For example, EventX provides features like self-service kiosks and QR code scanning can virtually eliminate wait times, allowing attendees to bypass the dreaded long lines. This sets the tone for a professional and well-organized event right from the start. Moreover, these systems often allow for personalized greetings and instant badge printing, adding a touch of personalization that attendees appreciate.

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2. Real-Time Data and Analytics

The ability to track and analyze attendee behavior in real time is a game-changer for event planners. As highlighted by EventX, Event check-in systems can provide live data on attendance numbers, peak check-in times, and session popularity. This information is crucial for making on-the-spot decisions to improve the event flow and for gathering insights for future event planning. It allows organizers to understand which sessions are over-performing or underperforming and adjust on the fly, ensuring that resources are allocated efficiently.

3. Improved Security and Compliance

Event check-in apps enhances security by ensuring that only registered attendees can access the event. Digital check-ins create a verifiable record of each attendee, which is essential for compliance with safety regulations and for managing capacity limits. In case of an emergency, organizers have an accurate headcount and know who is present on-site, which is critical for an effective response.

4. Streamlined Event Management

The integration capabilities of check-in app mean that attendee information can flow seamlessly between event registration platforms, event management system, and marketing tools. This connectivity reduces the administrative burden on event staff, as manual data entry is minimized, and the risk of errors is significantly reduced. For instance, attendee information collected during registration can automatically populate name badges, session lists, and even meal tickets, streamlining the entire event management process.

5. Print Professional Badges On Demand

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The ability to print professional badges on demand is a standout feature of modern event check-in software. This benefit not only contributes to the seamless flow of the check-in process but also elevates the attendee's sense of belonging and professionalism. As attendees check in, their information is used to instantly generate personalized badges complete with their name, title, company, and any other relevant details. This on-the-fly printing can also include QR codes or RFID tags for interactive experiences. For instance, as seen with solutions spotlighted by EventX, badges can be customized on the spot to reflect attendee preferences, breakout session enrollments, or even meal choices, enhancing the personal touch and reducing waste from pre-printed materials that may not be used.

6. Reduce Onsite Staffing & Costs

Implementing event check-in software can lead to significant reductions in onsite staffing needs and associated costs. With self-service kiosks and automated check-in processes, the need for a large staff to manage entry points decreases. This automation allows event organizers to reallocate human resources to more critical areas that require personal attention, such as customer service or emergency response. By minimizing the manual handling of check-ins, events can also cut down on the potential for human error, further saving costs related to mismanagement or data entry issues.

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What are the Key Event Check-In Software Features

Here are six key features of event check-in software that are essential for any event, as underscored by industry leaders like Cvent, EventX

1. Rapid Check-In with QR Codes

 

 

Speed and efficiency at entry points are crucial for modern events. Check-in software that utilizes QR codes, NFC (Near Field Communication), Facial Recognition technology allows for rapid registration. Attendees simply scan their codes using their smartphones or NFC-enabled devices, and they're ready to go. This feature not only accelerates the entry process but also impresses attendees with a touch of modernity right from the start.

2. Real-Time Session-based Attendee Tracking

Knowing who is at your event and when they checked in is vital for managing the flow and security. Real-time attendee tracking features provide live updates on attendee movements, giving organizers the ability to monitor attendance patterns and session capacities. This feature is essential for adjusting logistics on the fly and is a key component of the software.

3. Seamless Integration with Event Management Platforms

The best event check-in software doesn't stand alone; it integrates seamlessly with your entire event management ecosystem. This means synchronization with CRM systems, email marketing platforms, and other event planning tools. Such integration ensures that attendee data is consistent across all channels and that the check-in process is a cohesive part of the overall event experience.

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4. On-Demand Badge Printing

The ability to print badges on demand is a feature that enhances both the professionalism and the personalization of an event. As attendees check in, their badges are printed in real-time, complete with their details and any personalized agenda or group information. This not only reduces waste but also ensures that all information is up-to-date. 

5. Comprehensive Reports and Analytics

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The power of this feature lies in its capacity to transform raw data into actionable insights. Event planners can use this information to measure the event's overall success, understand the ROI of certain features, and make data-driven decisions for future events. Analytics can also help in identifying trends, such as the most popular sessions or topics, which can guide the planning of subsequent events to better meet attendee interests. Moreover, the reporting aspect ensures accountability and helps in presenting a clear picture to stakeholders. 

6. Advanced Data Security

In an age where data privacy is paramount, check-in software must offer robust security features to protect attendee information. Encryption, secure data storage, and compliance with regulations like GDPR are non-negotiable features. EventX points out that the best check-in software ensures that attendee data is not only secure during the event but also in all pre-event and post-event communications.

Aligning Event Goals with Check-in Apps Features

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When planning an event, aligning your check-in software with your event goals is not just a matter of convenience; it's a strategic imperative. Different types of events have distinct objectives, and the registration system you choose should enhance the ability to meet these goals effectively.

Networking Events:

For networking events, the goal is to foster connections. Here, a check-in software that can facilitate social interactions is key. Look for features like customised badge design, lead retrieval, and the ability to print badges. These tools can break the ice during the event, allowing attendees connect with each other. The software should also provide a platform for attendees to easily exchange contact information, ensuring that the connections made during the event can be sustained long-term.

Conferences:

Conferences, on the other hand, often aim to educate and inform. A check-in system for a conference event should therefore support session check-ins and provide detailed analysis of the event trends. It's beneficial if the software can handle multiple tracks and sessions, allowing organiser to keep track on attendees activities in different sessions. Real-time updates and notifications about session availability or changes are also crucial to keep the event running smoothly.

Corporate events:

Corporate events typically focus on brand reinforcement and internal cohesion. The ideal check-in software for such events would offer extensive customization to reflect the company's branding and culture. It should allow for the creation of a branded event experience from the moment attendees register, reinforcing the corporate identity and values throughout the event. What's more,  It should encompass specialized features like VIP notifications, which serve a dual purpose: they not only alert event organizers the moment a VIP arrives, ensuring these high-profile guests receive immediate and personalized attention, but also help in elevating the guest experience to reflect the importance of their presence.

Exhibitions:

Exhibitions are all about showcasing products and services. The check-in system for an exhibition needs to be robust, handling high volumes of attendees while providing features like lead retrieval for exhibitors. The ability to collect data on attendee interests, as well as which booths they visit, can be invaluable for follow-up marketing efforts. What's more, For exhibitions, where the sheer volume of attendees can strain network resources, an offline functionality within the check-in software is not just convenient—it's critical. This feature ensures that the registration process remains uninterrupted, even in the face of unreliable or overloaded Wi-Fi networks, which are common challenges in densely populated exhibition venues. An offline-capable check-in app allows for continuous scanning of tickets or badges, recording of attendee data, and instant access to event information without the need for a constant internet connection. Once the device reconnects to the internet, the data captured offline can sync up with the central system, updating the records and ensuring no information is lost.

In conclusion, the choice of check-in software should be dictated by the specific goals of your event. Whether it's creating a community, disseminating knowledge, building a brand, or generating leads, there's a registration system designed to facilitate these objectives. By carefully considering your event's aims, you can select a check-in solution that not only impresses attendees with its efficiency but also significantly contributes to the event's overall success.

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