- Event check-in apps side by side
- Ten event check-in apps to try
- Which check-in app fits your event
- What the ICO says about collecting attendee data
- How to set up check-in for your event
- QR codes, kiosks and badges: what you need
- Event check-in mistakes
- Signs your check-in is ready
- My plain advice on event check-in
- Frequently asked questions
An event check-in app lets your door team find or scan each guest on a phone or tablet, mark them as arrived and see live attendance. The useful ones handle QR codes and name searches, sync across devices, and print badges when you need them. Ten options follow, in no particular order.
The first ten minutes of an event decide how the rest of it feels. A queue at the door, a printed list with crossed-out names and a volunteer shouting over the noise is how plenty of good events start badly.
A check-in app replaces the clipboard with a scan or a search. The ten tools below cover small private parties, school programmes, ticketed events and large trade shows. They're listed alphabetically and in no particular order, and each description comes from the tool's own website, read this week. If you need codes for your printed materials too, my list of QR code generators for business helps.
Event check-in apps side by side
I checked the free plan column on each tool's own website, as of Oct 2026. Yes means the site says the tool, or a plan or version of it, is free. Trial only means a time-limited trial. Not stated means the pages I read named neither, even where there's a button inviting you to start, so check the tool's own page before you sign up.
| Tool | Type | Good for | Free plan |
|---|---|---|---|
| Eventbrite Organizer | Check-in app for Eventbrite events | Scanning tickets sold on Eventbrite | Not stated |
| Eventdex | Event management platform | Trade show badges and kiosks | Not stated |
| Eventleaf | Event management software | Badges printed at check-in | Not stated |
| fielddrive | Onsite event technology | Large events with onsite help | Not stated |
| Guestlist | Event and guest check-in app | Small events and guest lists | Yes |
| Hi.Events | Event ticketing platform | Check-in included with ticketing | Not stated |
| OneTap | Attendance and check-in app | QR and kiosk check-in | Yes |
| RegFox | Event registration software | Badges in bulk | Yes |
| RSVPify | Event registration and RSVP platform | Weddings and private celebrations | Not stated |
| zkipster | Guest management software | Luxury and VIP guest lists | Not stated |
Ten event check-in apps to try
Eventbrite Organizer
Best for: Organisers selling through Eventbrite who want to scan ticket QR codes and see live attendance and on-site sales.
Eventdex
Best for: Conferences and trade shows that need self-service check-in kiosks, badge printing and session scanning in one place.
Eventleaf
Best for: Checking attendees in by badge scan, list or name search, then printing name badges at the desk over wireless printers.
fielddrive
Best for: Big conferences that want onsite check-in, live badge printing and analytics run with a team that has done it before.
Guestlist
Best for: Smaller events importing guests from spreadsheets, with quick check-in and last-minute changes synced across devices.
Hi.Events
Best for: Organisers who want ticketing with phone check-in, reports and payouts included from the first ticket.
OneTap
Best for: Events, classes and programmes that check people in by QR code or kiosk and want attendance records afterwards.
RegFox
Best for: Scanning attendees on site and printing badges one at a time, in bulk or from an exported list.
RSVPify
Best for: Hosts of weddings and celebrations who want guest lists, seating, meal choices and check-in with no special hardware.
zkipster
Best for: Luxury and VIP events that build guest lists carefully and check guests in on iOS and Android.
Which check-in app fits your event
- A small party or guest list: Guestlist.
- A wedding or private celebration: RSVPify.
- A trade show with kiosks: Eventdex.
- A VIP or luxury event: zkipster.
- Classes and programmes as well as events: OneTap.
What the ICO says about collecting attendee data
The ICO's guidance on the right to be informed says you must provide privacy information to individuals at the time you collect their personal data from them. That includes your purposes for processing it, how long you'll keep it and who it will be shared with.
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Check-in apps collect names, emails and sometimes photos or signatures. The place to explain that is the registration form, before anyone arrives, not a notice at the door. If you're in the UK or running events for UK guests, set this up when you build the sign-up page.
How to set up check-in for your event
- Import or create your guest list and remove duplicates.
- Send each guest a confirmation with a QR code or their booking name.
- Install the app on every door device and test a scan the day before.
- Set up a fallback: search by surname for guests without their code.
- Watch live arrivals and move staff to the busiest door.
QR codes, kiosks and badges: what you need
Small events rarely need more than a phone with the guest list on it and a search box, and you won't need special hardware. QR scanning speeds up anything over a hundred guests, and self-service kiosks help when arrivals all come at once.
Badges matter for conferences and trade shows, where people need to know who they're talking to. Printing at check-in avoids the table of pre-printed badges that never quite matches who turns up. If you're not sure, ask the venue what they've seen work in the same room.
Event check-in mistakes
- No offline plan. Venue Wi-Fi fails at the worst moment.
- One device for a big crowd. Plan a door point per hundred arrivals or so.
- Untested scanners. Run a test the day before, not at the door.
- No privacy notice. Explain what you collect when guests sign up.
Signs your check-in is ready
- Every device has the latest guest list.
- Staff have scanned a test ticket.
- There's a fallback for guests without a code.
- Your sign-up form explains what data you collect.
Do you make event check-in or registration tools? Tool makers can ask to be considered for a featured place on this list.
My plain advice on event check-in
Pick the simplest app that matches your event size. A free guest list app is plenty for a party; a trade show needs badges and kiosks.
Whatever you choose, rehearse check-in with your team and a few test tickets. If the venue is new to you, my ChatGPT prompts for event venues can help you plan the questions to ask.
Frequently asked questions
What is an event check-in app?
An app that lets staff find or scan guests at the door, mark them as arrived and track attendance.
Are event check-in apps free?
Some apps on this list name a free app or a free plan for small events, as the table shows.
Can guests check themselves in?
Yes, several apps support self-service kiosks or QR scanning at the door.
Do I need a printer for badges?
Only if you want badges; many apps print them at check-in through wireless printers.
What happens if the internet goes down?
Check whether the app works offline and syncs later before you choose it.
Do I need to tell guests how I use their data?
In the UK, the ICO says you must give privacy information when you collect personal data.
