Use Cotonity's mobile check-in app and QR code scanning to manage event arrivals efficiently, with real-time attendance tracking and walk-in registration.
Setting Up the Check-In App
Cotonity's check-in functionality is available through the companion mobile app, available on both iOS and Android, as well as through the web dashboard on a tablet or laptop. Log in with your Cotonity credentials on any device and select the event you want to manage. The app downloads the full attendee list for offline use, so check-in continues to work even if the venue has spotty Wi-Fi. Multiple staff members can use different devices simultaneously; all check-ins sync in real time when connectivity is available.
QR Code Scanning and Manual Check-In
Every registrant automatically receives a unique QR code in their confirmation email. At the event entrance, staff can scan the code using the device's camera through the Cotonity app to instantly mark the attendee as arrived. If an attendee didn't bring their QR code, staff can search by name or email address and check them in manually. The app displays the attendee's full registration details — including any form fields like meal preferences or session selections — so staff can handle special requests on the spot without looking up paper lists.
Real-Time Attendance Dashboard
The Cotonity web dashboard updates in real time as check-ins happen. Organizers monitoring from a back-office computer can watch arrival counts climb, identify no-shows, and see the percentage of registered attendees who have arrived. You can filter the attendee list by checked-in, not yet arrived, or waitlisted status. This data is useful for making real-time decisions — for instance, releasing waitlisted seats to walk-ins once it's clear some registered attendees won't show up. Export the final attendance list as a CSV after the event for records.
Walk-In Registration at the Door
Cotonity supports on-the-spot walk-in registration directly from the check-in app. If capacity allows, staff can register new attendees by entering their name and email on the device. The walk-in registrant immediately receives a confirmation email, and their record is created in Cotonity just like any online registration. Walk-ins are flagged as such in the attendee list, and if CRM integration is enabled, their contact record is created or updated in HubSpot automatically. This eliminates paper sign-in sheets and keeps all attendance data in one place.