Registrations & Check-in

Quick reference

Menu item	What it's for
Delegates	Everyone registered. Search, open a delegate, edit, tag, message, print a badge, Create, Import, Export
Orders	Each registration as it was placed: who filled the form, payment status, resend the confirmation
Promo Codes	Discount codes, and codes that unlock hidden registration types. See Invitation-Only and Approval
Approvals	Only shown when approval is on. See Invitation-Only and Approval
Check-In Lists	Where check-in happens. One list per entrance, session or day
Messages	Email delegates. See Communication

Delegates shows each person's Check-In Status, but you check people in on the Check-In Page, not on Delegates.

Emails sent automatically on registration

"Your registration is confirmed" to the person who filled in the form, and "Your registration for (event name)" to each delegate. If Notify organizer of new orders is on, the organizer email gets an alert too.

Delegate says they got nothing? Check spam first, then the event's sender settings (Communication).

Check-in

Set up

1. Check-In Lists > Create Check-In List.
2. Enter a Name and pick the registration types under Which registrations should be associated with this check-in list?
3. Optional: Activation date and Expiration date limit when the list works.
4. Optional: CME credit hours for this session. See Certificates & CME.
5. Click Create Check-In List.

One list for the whole event is enough for a registration desk. Use one list per session or day if you need attendance (and CME) per session.

On the day

1. In the list's menu, click Copy Check-In URL and open it on each desk device. Or click Open Check-In Page. The link works without a login, so keep it on staff devices only.
2. Click Scan, then Camera Scanner (phone or tablet camera) or USB/HID Scanner (a handheld scanner).
3. Scan the delegate's QR. They are checked in at once. A second scan shows they are already in.
4. No QR? Type part of the name, the email or the Registration ID in the search box and click Check In. Spelling must match: "Mohamed" will not find "Mohammed". Try the email instead.

The QR on the registration page, the wallet pass and the printed badge is the same. Any of them works.

Scanning does not print a badge. Print badges before the event. See Badges & Wallet Passes.

Online events

For a webinar, attendance comes from the webinar platform. In the check-in list's menu, click Import attendance and upload the attendance export (.xlsx or .csv). Calix matches each row to a delegate by email and marks them as attended on that list.

Reprints and name corrections at the desk

1. Delegates > search > click the delegate's name.
2. Wrong name? Open the Edit tab, fix First name / Last name, click Save Changes. This is the name printed on the badge. No email goes to the delegate.
3. Click Print badge. A PDF downloads. Open it and print.

Walk-ins and complimentary places

Staff add the walk-in:

1. Delegates > Create.
2. Fill in First name, Last name, Email address and the registration type. Email is required.
3. Leave Send order confirmation and registration email on if they should get their emails.
4. Click Create Delegate, then print their badge as above.

Complimentary places without opening them to the public:

1. Create a registration type, for example "Complimentary (Onsite)", and switch on Hide product unless user has applicable promo code.
2. Create a Promo Code for that type at 100% off.
3. In the code's menu, click Copy URL. Give that link to the registration desk.

Regular delegates never see the complimentary type. Anyone with the link does, and it's free.

What the delegate sees

See External Portals. Useful when a delegate calls with a question.