Checking In Attendees: Mobile App, Walk-Ins, and Multi-Day Events

Everything about getting people through the door: app setup, day-of workflows, and the edge cases (walk-ins, mistakes, multi-day events).

Option 1: The SimpleEvents check-in app (recommended)

1. Install the SimpleEvents check-in app from the App Store (coming soon) or Google Play.

2. Log in with your SimpleEvents account credentials.
3. Select your event from the event list.
4. Scan attendee QR codes with the camera, or search the attendee list by name and tap to check in.

Check-ins sync in real time — everyone on your team sees the same attendance state, and attendance flows through to HubSpot (lists, workflows, and the marketing event) automatically.

Option 2: QR check-in web page

No app install needed: your event has a check-in link that opens a scanner in any mobile browser. Set this up per How to configure your event for QR code check-in. Ideal for volunteer staff using their own phones.

Option 3: Manual check-in from the dashboard

In the event's attendee list, mark any attendee as attended with one click. Use this as the fallback when a QR code won't display or scan — a blocked or lost QR code never prevents entry.

Handling walk-ins (people who never registered)

1. Open the event's attendee list and add the person as a new attendee with at least a name and email.
2. Mark them as attended.

They're created as a HubSpot contact and included in attendance lists and workflows like any other attendee. For large walk-in volumes, you can also keep a paper list and batch-import afterwards — see How to batch import historical event data.

Open the attendee in the event's attendee list and toggle their attendance off. Their HubSpot attendance status updates on the next sync. If your Attended workflow already fired for them, you may also want to remove them from that workflow in HubSpot.

Multi-day and multi-session events

• Multi-day, one event: attendance is a single per-event state — checking in on day 1 marks the attendee as attended for the event. If you need per-day attendance, model each day as a session of a multi-session event instead.
• Multi-session events: each session has its own attendee list and its own check-in, so scan attendees into each session they attend. See How to build and manage multi-session events.

Virtual events

For webinars, attendance can be recorded automatically from your webinar platform's join data instead of QR scans (for example via your Zoom integration). Attendees who joined are marked attended and flow into the same Attended lists and workflows.

After the event

• Attended and no-show lists update in HubSpot automatically — use them for follow-up and no-show nurture workflows.
• Marking the event completed closes registration and check-in. Do this after the event wraps, not before the doors close.