QR Code Check-in Setup
Check-in morning is the most chaotic hour of any tournament. QR check-in replaces the clipboard: every registration gets a unique QR code, staff scan it, and the competitor is marked present in one second — with live attendance stats for the whole team.
Badges and QR codes
Each registration automatically gets its own QR code. Competitors (and registered officials) can open their badge from their account — a printable credential showing their name, role, the tournament name and date, and the QR code. The badge is sized for card printing and has a print-friendly layout.
As the director, you can also export all badges as a single PDF and print them in bulk before the event, then hand them out at the registration desk. Competitors who forget their printed badge can simply show the QR on their phone.
The check-in screen
Check-in lives in the Tournament Manager's Check-In section. It works on any laptop or tablet with a browser. Staff can:
- Scan a QR code — with a USB barcode scanner or camera. The matching competitor is pulled up instantly.
- Search by name — the fallback for lost badges. Type a few letters and check the competitor in manually.
- See who's in — the list shows each competitor's check-in status, filterable by name, event, and status.
Staff access: Check-in staff don't need full manager access. Create a staff role with the manage check-in permission and assign it to your desk volunteers — see Creating and assigning staff roles.
What happens at check-in
Scanning marks the registration as checked in with a timestamp. At the same moment, staff can optionally record:
- Verified weight — the actual scale reading, if you run weigh-ins (see Weight verification at check-in)
- Membership verification — e.g. confirming an AAU card
- Notes — anything the desk needs to flag for the floor
Competitors who never show can be marked absent, and day-of dropouts marked withdrawn, each with a reason. Check-in counts update live across all connected manager screens, so you can watch attendance climb from anywhere in the venue.
Setup checklist
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1Print badges the week before Export the badge PDF once registration closes and print the full set.
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2Equip the desk One laptop or tablet per check-in lane, signed in to a staff account with check-in permission. A USB scanner speeds things up but isn't required.
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3Brief your staff Scan, glance at the payment flag (pay-later entries show a balance due), collect if needed, hand over the badge. Next in line.