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Check In Registrants at Your In-Person Event using the RegFox Check-In App
Check In Registrants at Your In-Person Event using the RegFox Check-In App

Check registrants into your on-site event using an iPhone, iPad, or Android device

Ashley avatar
Written by Ashley
Updated over 2 weeks ago

With the RegFox check-in app, you can ensure a seamless check-in experience on the day of your event! Designed to optimize attendee flow, the Check-In app allows you to effortlessly scan QR codes from registrants' confirmation emails. In addition to quick scans, you can manually look up attendees, redeem items, manage session check-ins, and handle upgrades or downgrades. With features that help prevent fraudulent entries and enhance overall efficiency, the RegFox Check-In app is here to support you in creating a smooth and enjoyable event for everyone involved.

If you need to download the RegFox check-in app, you can do so here:

Click to download for apple iOs devices

Click to download for Android

Pro Tip: To use the Check-in app, you'll first want to create an app key for your RegFox event. Click here to learn how to do so.

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Logging into the App

In RegFox, you have the option to log in by scanning a QR code found on your RegFox page, or by manually entering the app key for your event.

Log in By Scanning a QR Code

  • Open the RegFox app on your mobile device

  • Tap Scan Key

  • Scan your app key QR code found on your RegFox page

Log in By Manually Entering Your App Key

  • Open the RegFox app on your mobile device

  • Tap Enter Key Manually

  • Enter the app key into the text box

  • Tap OK

Check-in Registrants to Your Event

In the RegFox check-in app, users have the ability to check registrants into the event by scanning the registrant's QR code (found on their confirmation email), or manually searching for a registrant.

Pro Tip: In the Check-In app, you can utilize Group Check-in to check-in multiple people at once when they all registered on the same order.

To utilize this feature, scan one of the registrant's QR codes. From there, scroll to the Linked Registrants section at the bottom of the screen, and check in all people in the group that you would like to check-in.

Note: While checking in a registrant to your event, you can also tap the boxes to redeem any items they may have purchased.

Scan a Registrant's QR Code

  • Tap the Scan icon on the home screen of the app

  • Point your camera to the QR code on the registrant's confirmation

  • Tap Check-in at the bottom of the app

Manually Search for Registrants

  • Tap the Search icon on the home screen of the app

  • Begin typing in the name or email of the registrant, and the smart search will begin displaying registrants

  • When you see the person you'd like to check in, tap their name

  • Tap the Check-In button at the bottom of the app

Check-in Registrants to Your Sessions

  • To check-in registrants to your sessions, scan the registrant's QR code, or manually search their name or email

  • Scroll to the Sessions section, and tap the check-in button next to the session(s), or tap the session itself to to get more details about the session

  • If you tap the session itself, tap the Check-In button at the bottom of the app

Redeem Items

  • To redeem items purchased through the merchandise field, scan the registrant's QR code, or manually search their name or email

  • Scroll down to the bottom of the screen and tap the item(s) you'd like to redeem

  • Tap the Redeem button

  • If someone purchased multiple of an item, select how many items you would like to redeem, and tap Redeem

View Your Check-In and Redemption History

Users can view the check-in and redemption history of your registrants in the Check-In app and in your RegFox account. This can be used to see when registrant(s) checked in and out of your event and sessions, and when a registrant redeemed their merchandise.

View the History in the Check-In App

Volunteers and admins with your app key can view the complete check-in history for a registrant directly in the check-in app.

  • In the Check-In app, scan the registrant's QR code, or manually search their name or email

  • Tap the ... option in the upper right-hand corner

  • Tap the History option from the dropdown

  • View the history for this registrant

View the History in the RegFox Attendee Report

Users can download an Attendee Report to view a summary check-in app information.

  • Hover your mouse over the Reports tab in the top menu bar

  • Select Exporter from the dropdown

  • Select the Attendee Report

  • Search for your page name(s) and select the page(s), or simply select the page(s) if you can see them

  • Select the field(s) you would like to export and press the right arrow to move them to the box on the right to be exported. To move fields out of the export, select the left arrow button

  • To move fields to a new column on the report, select the field you want to move, and select the Up or Down arrows respectively

Pro Tip: To select multiple pages or fields at once, hold down the command or control button on your keyboard while making your selections. To select all pages or fields, hold the command or control button and the A button on your keyboard.

  • Select a date range if desired. If these fields are blank, the report will pull all donations from the moment your page went live

  • Select the File Type and File Name

  • When ready, click the Download button

Edit Registrant in the Check-In App

If an app key has editing permissions enabled, users can edit a registrant's registration directly in the Check-in app. To use this option, the app key must be configured to allow editing. Click here to learn how to set up your app key to allow editing.

  • Scan the QR code or search the registrant's name or email

  • Tap the ... option in the upper right-hand corner

  • Tap the Edit option from the dropdown

  • Make your desired changes to the registration such as changing the session, adding or removing merchandise, etc.

  • Tap Save Changes on the right-hand side

Optional Features

Users can choose to require optional features in the Check-in app, such as a signature and/or photo requirement. In addition, if users choose to use our Onsite Badge Printing with Zebra, they can print a registrant's badge immediately after they check-in.

Require Registrants to Agree and Sign to Your Terms Upon Check-In

When users set up the app key, our system gives an option to require registrants to agree to your terms and conditions or sign a waiver upon being checked in. You can add custom text or upload a PDF for registrants to review and sign. Click here to learn how to set up your app key to require registrants to sign a waiver upon check-in.

  • Scan the registrant's QR code or search their name or email

  • When you tap the Check-In button, the screen for Terms of Use will appear, presenting the waiver and signature box

  • Once they sign and tap Accept, they will be checked in

Require Registrants to Take a Selfie Photo Upon Check-In

When users set up the app key, our system gives an option to require registrants to take a selfie photo. This photo is stored with the person's registration in the Check-in app. This image can be retaken later if needed. This feature is often used for memberships or people who will be leaving and returning to an event to help prevent fraud. Click here to learn how to set up your app key to require registrants to take a selfie upon check-in.

  • Scan the registrant's QR code or search their name or email

  • Tab the Check-In Button

  • Upon tapping the Check-In button, a 3 second countdown will appear on your screen and will capture their selfie (so be sure to quickly point the camera at the registrant)

  • If you (and they) like the photo, tap Next. If you wish to retake the photo, tap Take Again

  • When you click Next, the registrant will then be checked in

Automatically Print a Registrant's Badge When They Check In

If you are using our Zebra Badge Printing feature, you can print a registrant's badge when they check into your event. If you haven't already learned how to create and customize beautiful name badges and wristbands, click here.

Note: Printing badges from the check-in app is currently only supported with iOS devices. Android coming soon.

Configure Your Zebra Printer

First, your Zebra Printer must have Bluetooth enabled. Once this is done, you can then configure your Zebra printer.

Zebra Printer Model: ZD621

The Zebra ZD621 includes the ability to enable Bluetooth directly from the printer. Here is how to set this up.

  • Press the network icon on the printer touchscreen

  • Press Bluetooth

  • Press Bluetooth again. Ensure it is set to On

  • Press the left arrow in the top left corner to return to the previous menu

  • Press Bluetooth Discover

  • Ensure Bluetooth Discovery is set to On

  • You can now press the Home icon and connect to the printer from your phone via Bluetooth

Zebra Printer Model: ZD421

The Zebra 421 requires an additional app to be installed on your iOS mobile device in order to enable Bluetooth printing. Enabling only has to be done once.

  • Download the Zebra Printer Setup Utility app in the Apple store

  • Open the app, and tap Discover Printers

  • Tap on the discovered printer name

  • Select Connectivity Settings

  • Select Bluetooth

  • Toggle on Discoverable

  • Select Next on the next 2 screens

  • Then select Apply

  • Close that app and you should be able to pair your Zebra bluetooth printer with your iOS mobile device following the same process you use to pair other bluetooth devices

Print Your Badges

  • Pair your Zebra bluetooth with your iOs mobile device

  • In RegFox, ensure that you have created a Zebra badge for your page, and assigned this badge to All Registrants

  • Scan the registrant's QR code or search their name or email

  • Check-in your attendee (if they aren't already checked in)

  • After checking in your attendee, tap Preview and Print Badge and allow the preview to load

  • From there, tap Print Badge

Self Check-In Mode

In the Check-in app, you can set up the app in a kiosk type setup where registrants check themselves in. When this option is enabled, registrants will only be able to scan for their registration, or search for their registration using their exact email address. Smart search is disabled in self check-in mode.

  • From the home screen of the check-in app, tap the Gear icon in the bottom right corner of your screen

  • Toggle on Self Check In Mode

  • Enter a password that only your team or staff would know. This password would be used to enable or disable Self Check In Mode

  • Registrants would then be able to select whether they would like to scan their QR code or search for their registration using their email address

Sync Data + How to Log Out

Sync Your Data

When connected to wifi or cellular data, the RegFox check-in app will automatically sync with the database every 90 seconds. But, you can also force a sync manually (for example, to ensure that all of your scan data is saved before logging out).

  • From the home screen of the Check-In app, tap the Gear icon in the bottom right corner of your screen

  • Tap Sync Data

Log Out of Your Check-In App

We recommend syncing your data before logging out to ensure that all of your check-in data is saved.

  • To log out of the app, tap the Gear icon in the bottom right corner of the account

  • Tap Log Out

Check-In App FAQs

Can I add more than one app key on a single device?

At this time, the Check-in app can only store one app key at a time on a single device. If you want to use multiple app keys at once, we recommend using multiple devices.

Does the app need to be connected to wifi to scan?

The RegFox check-in app doesn't need to be connected to wifi to scan registrations, but it does need to be connected to wifi to sync the data. For this reason, we recommend adding the app key while connected to internet in order to download all of the data, then you can check people in while offline.

Just note, if you are check-ing people in while offline, the app will not know about anyone who registers after your device goes offline. If you're offline, we recommend making sure that the app reconnects before you log out so the data is synced to your reporting.

How often does the app sync with the online database or other check-in apps?

When your device is connected to wifi or cellular data, the app will automatically sync every 90 seconds with the online database as well as other check-in devices.

What is the recommended internet speed I should have in order to check in registrations and sync new registrations?

A solid minimum per device internet speed to check in registrations is 5-10 Mbps down and 3 Mbps up. But the more the better!

What happens if I lose internet connection while checking in registrations?

If you lose internet connection while checking in registrations, you can continue checking in your registrants. Don't turn off your device or log out of the app. When connectivity is back, do a force sync (under Settings) to ensure all the check-in data is synced. If you turn your check-in device off or log out while offline, you will lose your device's check-in data and it will not be able to be recovered.

Can I use the Check-in app with a data plan?

Phones with data plans can work great! Just ensure you have 2 bars of signal or greater onsite to ensure reliability.

Can I check in registrants from my RegFox account?

Yes, you can check in registrants directly from your RegFox account on a computer if needed. Here is how to do so:

  • Click the Registrations tab in the top menu bar

  • Search for the registrant's name, order number, or billing email in the search box

  • Click the eye icon next to the registration you want to check in

  • Click Check In

Did this answer your question?