Registration and door check-in in one invitation link

Do I need an account on a separate event platform?

No. Registration and check-in are built into the invitation itself. There is no ticketing layer, so there is no fee per registration or per attendee. Your attendees register straight from the invitation link without signing up for anything either.

Can I give early bird registrants something walk-ins do not get?

Yes. Pre-registered attendees and people who arrive without registering are kept separate in your list, so the moment someone scans your staff can see which group they belong to. Registrants check in with a personal QR; walk-ins are logged as on-site registrations. What the perk is and how you hand it over is up to you — Snap Post does not issue coupons or fulfil rewards on your behalf.

Do staff need special hardware or an app?

No. Each staff member opens the link in their phone browser and the scanner appears. No install, no login. The camera only works over a secure connection, so use the link as issued. The scan view is used only to read QR codes and nothing is saved or transmitted as a photo or video.

We have several entrances. Can staff be split across them?

Yes. Issue as many links as you need. Each one tracks its own processed count and last-used time, every check-in records which staff member handled it, and you can revoke a single link without affecting the others.

What about someone who arrives without their QR code?

Use the name search tab in the scanner to find them by name or phone and check them in. Anyone on the registration list is found there even without a QR. People who never registered are not on the list, so decide in advance how to handle them — either have them fill in the registration form at the desk, or track them separately.

The venue network is unreliable. Will that be a problem?

Check-in verifies attendees against the server, so it does not work without a connection. If the connection drops you get an offline notice and anyone scanned during that time is not recorded. Scan them again once you are back online.

How do we prepare for a basement hall or a convention centre with poor signal?

Underground exhibition halls and large convention centres often have weak mobile coverage, and cells get congested when a crowd arrives at once. Prepare four things.

First, secure a dedicated wired network rather than relying on mobile data. A line separate from the public attendee Wi-Fi is safer still.

Second, use two or more staff devices on different connections. If one drops, the desk keeps moving.

Third, export the attendee list to Excel before the event and print it or save it to a device. With personal QR the 8-character codes are included, so you can mark a paper roster while you are offline and check those people in manually afterwards.

Fourth, test from the actual desk position before doors open. A connection that works in the lobby can fail deeper inside the hall.

If a network failure blocks check-in, is there any compensation?

No. Preparing and running the venue network is the organiser's responsibility, and Snap Post is not liable for check-ins delayed or missed because of a connectivity failure, or for any resulting loss (Terms of Service, Article 11.5). Line quality at your venue is outside our control, so please put the preparations above in place beforehand.

Can staff see everything an attendee submitted?

You decide. Contact display and submission display can each be turned off, and with both off a scan shows only the name. Leave contact display on if you need to tell people with the same name apart.

Does every attendee have to wait while we scan?

By default a scan shows the name and a staff member taps to confirm. When arrivals pile up, switch to instant mode: the scan checks them in immediately and returns to the next scan on its own. You can also lock the mode so staff cannot change it on site.

Is it free?

Publishing an invitation gives you check-in at no extra cost. Free invitations do have limits on how long they stay live, how many views they get and how many registrations they accept, so running a real event usually needs a paid publish. Pricing does not scale with the number of attendees.

What if something goes wrong on the day and the desk stops?

Check-in depends on an internet connection and server communication, and we do not guarantee it will be entirely free of errors or outages. Because a stalled desk disrupts the whole event, export the attendee list to Excel beforehand and print it or save it to a device. With personal QR the 8-character codes are included, so you can mark a paper roster while the problem lasts and check those people in manually once it is resolved. Keeping a manual fallback ready is the most reliable precaution.

What does a staff member do after opening the link?

The link opens on the scan tab. Tap start camera, allow the permission the browser asks for, and the desk is ready.

Hold an attendee's QR up to the camera and their name appears; tap check in to finish. When a queue builds up, switch the scan mode to instant. The person is checked in the moment the code is read, and the screen returns to the next scan on its own.

Scanning the same code twice shows a yellow screen with the time they were already checked in. Recent arrivals stay listed at the bottom of the screen, along with counters for completed check-ins and duplicate attempts, so staff can see how many people they have taken so far. Sound can be turned off for quiet venues.

What if the camera will not start?

The desk keeps running. Below the scan view there is a field for entering a code by hand: type the 8-character code the attendee shows and confirm.

A camera usually fails to start for one of three reasons. If the permission was denied, allow the camera from the padlock icon beside the address bar and reload. If the address is not a secure connection the browser blocks the camera, so use the link exactly as it was issued. Very old browsers do not support the camera at all.

In every one of those cases manual code entry still works.

Can a mistaken check-in be undone?

Yes. The result screen has an undo option right after a check-in. If the scanner has already moved on, the host can undo it from the dashboard list, and an attendee added by mistake on site can be deleted there too.

For someone who arrives without their QR, the name search tab finds them by name or contact. Tapping a name also reveals what they submitted, such as their company, though the host can turn that display off.

What happens to the QR when one person registers for several people?

Personal QR issues one code per registration. If someone registers for a party, only one QR goes out, and that single code checks the whole group in at once. The headcount comes from what they entered on the form.

The scanner never asks for a number again. A party of three that arrives as two still shows as three on your list. Plan for this if you are ordering catering against the headcount.

If you need the real number confirmed on the day, you have two options. With the front-desk shared QR, attendees check themselves in and enter their party size there, so the count is settled at the door. Alternatively, have each attendee register separately — everyone then gets their own QR and only those who show up are checked in.