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How do I check families in for an event?

Antony Campitelli
Updated

What is covered in this article?

What is Check-In Mode?

Check-In Mode is a locked-down version of the RSVP List, designed to be handed to someone who doesn't have their own Enquiry Tracker login — for example a student or another staff member who is assisting at the event. Switching a device into Check-In Mode restricts that session to just the check-in screen: the person using it can mark families as attended, but can't see or edit anything else in ET.

A typical use case: a staff member logs into ET on a tablet, opens the event, and clicks SWITCH TO CHECK IN MODE. They then hand the tablet to a helper on the door, who can check families in as they arrive without needing (or being given) their own ET login or wider access to the system.

This is covered here just briefly, see the separate article on Check-In Mode for a full walkthrough of what changes on screen and how it affects your event statistics.

Do I need to switch to Check-In Mode to check families in?

No. Switching to Check-In Mode is optional. If you're logged into ET yourself, you can check families in directly from the normal RSVP List — using the row checkbox or the Edit Booking dialog, as described below — without switching modes at all. Only switch to Check-In Mode if you want to hand the check-in task to someone who doesn't have their own ET login.

How do I switch to Check-In Mode?

Perform the following steps:

  1. Go to Events > Events List and open the event you're running.
  2. On the Event Details screen, find the Event Status panel on the right.
  3. Click SWITCH TO CHECK IN MODE.

How do I check a whole family in?

On the RSVP List, tick the checkbox on the left of the family's row.

Tip: Ticking the checkbox checks in everyone on that booking at once. For example, if a family's RSVP is 3 (say, one contact and two students), all 3 are checked in together and the Checked In counter increases by 3.

If a family indicated they were bringing additional guests beyond who they originally registered, that extra count is included in the row's Total — so checking the box checks in the additional guests too.

How do I check in individual family members?

Not everyone in a family always attends. If you need to check in some members of a booking but not others, use the green pencil icon instead of the row checkbox:

  1. Click the green pencil (Edit) icon on the family's row.
  2. In the Edit Booking dialog, check in each contact, student or guest individually.
  3. Click SAVE.
Important: Who is checked in affects who receives the automated follow-up emails after the event. If you check in the whole family using the row checkbox when only some of them actually attended, family members who didn't attend will still be treated as having attended for follow-up purposes. Use the Edit Booking dialog whenever attendance was partial.

Frequently asked questions

Can families check themselves in?
No. There's currently no family-facing self check-in — check-in is done by staff, from the RSVP List.

What happens if I tick the row checkbox by mistake?
Untick it to reverse the check-in for that whole booking, or open the Edit Booking dialog to adjust check-in status for individual family members.

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