Event check-in: The first impression you make onsite. It sets up the expectations for the rest of the event and gives you first-party insights that are hard to get anywhere else. So you don’t want to get it wrong.
That’s where event check-in software can help. But with so many options out there, how do you find the best event check-in app for you?
You want to make the event check-in process as smooth as possible for both attendees and organizers, no matter what type of event you’re hosting. You want deep integrations so that data flows seamlessly into your CRM, and you want onsite technical support available on the day to help you overcome any hiccups.
The good news is, in this article, we explore the 11 best event check-in platforms to consider for your events. With the right event check-in software, you can make a great first impression, streamline processes, collect valuable attendee data, and reduce onsite staffing and costs. Dive in!
What Is Event Check-In Software?
Event check-in software is also known as an event check-in app or event check-in platform. It helps organizers register attendees when they arrive at onsite events. From smaller events like advisory boards to medium-sized events like investigator meetings to larger events like satellite symposia.
Instead of long queues and wasteful paper sign-in sheets, attendees can quickly check in via self-service kiosks, tablets, or their own devices using a QR code.
How Event Check-In Software Works
Event check-in software allows you to create a custom registration form to capture attendee info like:
- Name
- Company
Some event check-in software even has customizable registration pages based on conditional logic, so you can give your attendees a fully personalized experience.
When attendees arrive at your onsite event, they then check in by scanning the QR code on their digital ticket or printed badge.
Once checked in, if they don’t already have one, attendees get their badge or wristband to access the event. Organizers get real-time insights into attendance numbers, demographics, and more to optimize the event experience through the event attendance tracking software on their event check-in app.
A lot of event check-in software also offers additional features like:
- Badge printing
- Lead retrieval
- Surveys and feedback forms
- Event website and scheduling
- Exhibitor management
With the right event check-in software, organizing and running your event is a whole lot easier. Streamline registration and check-in, boost attendee satisfaction, and gain valuable insights into your event’s success through valuable first-party data.
Why You Need Event Check-In Software
“75% of event management platforms provide check-in scanning of attendees at check-in.” (Skift Meetings research). Why? Because event check-in software makes it easy to get your attendees signed in and ready to go. Without it, you’re stuck manually checking people in one-by-one and juggling messy paper sign-in sheets.
With event check-in software, attendees can check themselves in. All they need is their smartphone/mobile device to get registered and print their name badge in seconds. This means no more long lines or wasting time signing in each guest.
“One of the things our customers love about event check-in software is the fact that it gives you valuable insights into your attendees. You can easily track attendance in real-time. And after your event, you’ll know who actually came and be able to see details like what companies people are from or how they heard about your event. This information helps you improve your events for next time and target attendees with personalized content after your event.” – Bonita Greeff, Senior Product Manager, SpotMe
Many event check-in software options also integrate with event apps, online ticketing platforms, and name badge printers. In fact, according to Skift Meetings, “59% of event management platforms support badge printing.” This type of end-to-end event solution saves you time and hassle.
“Using event check-in software for your next in-person event makes the registration process smooth and simple for both you and your attendees. Less time wasted signing in means more time networking and engaging with your attendees. That’s what events are all about.” – Antoine d’Espine, Business Development & Partnerships Manager, SpotMe
Benefits Of Event Check-In Software
Event check-in software provides several benefits for both event organizers and attendees. Here are a few of them:
Make A Great First Impression
Event check-in apps make it easy for attendees to check in when they arrive at your event. They offer a quick, hassle-free check-in experience. Attendees simply open the app on their phone, scan a QR code or enter an event code, and they’re checked in. No more waiting in long lines or searching for their name on a paper list. This ensures they start their event experience with you in the best way.
Save Time With Automation
One of the biggest benefits is automation. The check-in process can be automated, saving you time and hassle. Attendees can check in themselves by entering a code or scanning a QR code. Their information is automatically marked as attended and you’ll have an up-to-date attendance list on your event attendance tracking software.
Collect Valuable First-Party Data
Another benefit is data collection. You can gather important details from attendees during registration like name, email, company, and job title. You can also see who attended (and who didn’t), how long people stayed and which presentations/activities/sessions were most popular. This information can then be used for lead generation, follow up after the event, and to boost future event attendance. Armed with these details, you can make data-driven decisions to improve your next event. Send targeted invites to people who didn’t make it this year or adjust the schedule to focus on the most popular parts of the agenda.
To find out which metrics you should measure at events, check our our article Event Metrics: Measure Success with 19 Key Event Indicators.
Print Professional Badges On Demand
Event check-in software also allows for badge printing on demand. Custom badges with names, logos and attendee details can be printed quickly when guests arrive for a professional touch. Badges might contain QR codes that can be scanned for contact information, surveys and session attendance. This is another great way to track attendee behavior by seeing which sessions they attend and what content they engage with at your event.
Streamline Processes
Improved organization and less chaos are significant benefits of event check-in software. With a streamlined process, your event entrance will be orderly and clutter-free. Volunteers will have clearly defined roles and be able to assist attendees promptly.
Reduce Waiting Times
By using multiple event check-in methods like self-service kiosks, event apps, and staffed check-in desks, you avoid long wait times and registration backlogs. Giving attendees options on how and when they want to check in spreads out the process and keeps everything running smoothly. Predicting event check-in volumes and staffing registration adequately is also key. An efficient check-in experience reflects well on your event and leaves a good first impression.
Reduce Onsite Staffing & Costs
If attendees can check in at your event using self check-in kiosks, you don’t need to hire as many staff. This is also a great way to cut down on high in-person event costs. So, it’s worth investing in event check-in software.
Communicate Effectively
Event check-in software is also helpful for managing RSVPs, sending reminder notifications before the event, and facilitating quick onsite registration. The convenience and efficiency it provides for both attendees and organizers make it well worth considering for your next event. Using one is an easy way to create a great experience and drive higher attendance at your events through effective communication.
Using dedicated event check-in software provides numerous advantages over manual check-in methods. Save time, collect data, print customized badges, stay organized and pull off a seamless event experience for your attendees.
Key Event Check-In Software Features
Some of the key features to consider when evaluating event check-in software are:
- Customizable registration forms: Look for event check-in software that lets you easily build custom registration forms to collect important information from your attendees. Things like names, contact info, ticket types, seating preferences, etc.
- Badge printing: For many events, badge printing is a must. Choose event check-in software that can print professional looking badges with the attendee info you’ve collected. Some even offer badge scanning for easy self check-in.
- Session-based attendance tracking: With events one of the few remaining sources of first-party data, you want to get as much information about your attendees as you can. Look for event check-in software that also allows you to track attendance at specific sessions. That way you can understand your attendees’ interests and follow up after your event with personalized communications.
- Reports and analytics: To improve your events over time, you need data. Look for event check-in software that provides detailed reports on things like check-ins, real-time attendance tracking, busiest registration times, engagement analytics, KPI measurements, etc. Some event check-in software even offers data visualization tools to help spot important trends.
- Integrations: Consider event check-in software that integrates with other tools you already use like email marketing, payment processing or project management software. Integrations make event management much more efficient and seamless.
- Training & onsite support – Managing events can be complicated, so good training and support is essential, especially when it comes to event technology. Look for event check-in software that provides support through knowledge bases, video tutorials, phone, email and live chat. The support team should be very familiar with event management to provide helpful guidance.
Some event technology companies, like SpotMe, offer professional onsite event services alongside their solution. If you want to create a smooth experience on the day for both attendees and organizers, find out more about the expert services we offer. We prioritize quality and excellence, so you can focus on the big picture.
How To Choose The Best Event Check-In Software
With many different options available, it can be difficult to know how to choose the best event check-in software that will help you run a seamless event.
Here are some key things to consider when choosing event check-in software:
An All-In-One Solution
There are many event technology companies that offer event check-in software as an integral part of their event management and engagement platform. Look for a solution that offers the end-to-end tools you need to engage your participants pre-, during, and post-event.
Functionality
Think about the types of events you host and the functionality you need. If you’re a life sciences or pharma company, you likely host a range of different events, from advisory boards to investigator meetings or satellite symposia. You want to find event check-in software that you can use at any type of event.
Integrations
Look for an event check-in platform that integrates with your event technology stack like email marketing tools and CRMs. Integrations reduce manual work, ensure smooth data flow between systems, and provide a smooth experience for both attendees and organizers.
Customer Support & Services
What kind of customer services and technical support does the vendor offer alongside their event check-in software? For enterprise events, having onsite training and support to make sure there are no hiccups on the day is a big advantage. Some event technology companies even offer a participant help desk to help them with check-in and ensure they make the most of the event app throughout the event.
Pricing
Event check-in software is available at different price points based on the features and services. Consider your budget and how much you can invest in an event check-in app.
User Experience
The biggest benefit of event check-in software is streamlining processes so that attendees have an unforgettable experience the moment they set foot through the door. So, make sure the event check-in software you purchase is easy to use and has an intuitive interface for both participants and organizers. This will minimize frustration and ensure a good experience for all users.
Security
Data privacy and security are crucial, especially if you work for a life sciences or pharmaceutical company. Make sure the event check-in software meets all the security requirements and adheres to compliance standards.
Scalability
If you are a large organization in the life sciences or pharmaceutical industry, most likely you run a wide range of events for HCPs. Look for an end-to-end event check-in app that you can use at any type of event at any scale. That way returning attendees will be familiar with your software and know what to expect every time they attend one of your events.
How We Selected The 12 Best Event Check-In Software
Want to know how we put together our list of the 15 best event check-in software? Here are the criteria we based it on:
- Features: We looked for event check-in software that included the most sought features listed above.
- Capabilities: As well as features, event check-in software should offer other services in addition to the platform itself, such as event technology services and support.
- Customer reviews: We’ve explored the review sites G2 and Capterra to see what users say about this event check-in software.
- Independent research firm reports: We’ve read reports created by independent research firms about the best event technology.
- Event technologist opinions: We’ve spoken to numerous event technologists and listened to their views on different event check-in software.
Why You Can Trust SpotMe With These Reviews
We have been in the event technology industry for over 20 years. During that time, we have helped our enterprise customers run thousands of events with our event software that welcomes 500,000+ attendees each month. We have worked with 200+ event production, event management, and medical communications agencies to help our customers deliver engaging events that have resulted in 10,000,000+ customer relationships. And thanks to our long list of integrations, we work with a variety of technology providers every day.
Find out more about SpotMe on our about us page.
The 12 Top Event Check-In Software
The event industry has seen tremendous growth in recent years. As onsite events have become more digital, event planners have turned to innovative check-in software to streamline the process. Here are some of the best:
#1 SpotMe
Named a Leader in The Forrester Wave™: B2B Event Management Technology, Q1 2023 report and a Market Leader in Research In Action’s Vendor Selection Matrix™ Report – Marketing Event Management: The Top Global Vendors 2023.
SpotMe is an end-to-end event platform with event check-in software that helps companies in high-touch industries like life sciences and pharmaceuticals to create engaging, personalized and compliant onsite events. Built for enterprise, SpotMe has all the event check-in platform features you need to ensure a smooth end-to-end experience for both organizers and attendees. From event registration, check-in and badging, and participant matching to a fully customizable mobile event app, engagement tools, and deep native integrations for in-depth reporting and analytics.
Thanks to SpotMe’s enterprise-grade security, enterprise deployment, 24/7 instant support, and white-glove professional event services, hosting flawless onsite events has never been easier.
SpotMe Key Features
- Onsite QR code check-in
- On-demand badge printing
- Attendance tracking
- Walk-in registrations
- Real-time reporting & analytics & integrations
SpotMe Reviews
#2 Cvent OnArrival
Named a Leader in The Forrester Wave™: B2B Event Management Technology, Q1 2023 report and a Market Leader in Research In Action’s Vendor Selection Matrix™ Report – Marketing Event Management: The Top Global Vendors 2023.
OnArrival by Cvent is a user-friendly event check-in app designed to make event registration and entry management smoother and faster. It offers event organizers an efficient solution to streamline attendee check-in, reduce queues, print name badges on the spot, and capture real-time attendance data. The event check-in software synchronizes automatically with Cvent’s Event Management software, ensuring that all participant data is updated and consistent across platforms.
Cvent OnArrival Key Features
- Onsite check-in
- On-demand badge printing
- Attendance tracking
- Walk-in registrations
- Real-time reporting
Cvent OnArrival Reviews
#3 Certain Arrive
Certain Arrive event check-in software is an effective tool that enables users to streamline check-in processes, keep tabs on guest arrivals, and track event attendance efficiently. With its unique “VIP notifications” feature, the software can send immediate alerts via email or text when a notable guest makes their entrance. User-friendly and efficient, Certain Arrive makes it easy to determine the number of guests who have arrived at an event in a timely manner, gather attendee data, and offer superior customer service.
Certain Arrive Key Features
- Mobile check-in
- Payment processing
- Attendance tracking
- Reporting
- Attendee insights
Certain Arrive Reviews
#4 RSVPify
RSVPify’s event check-in software is a comprehensive tool that simplifies the event management process for hosts. It enables a seamless check-in experience, minimizing lines and speeding up the registration process at the door. The software is designed to easily track attendees as they arrive, facilitating accurate, real-time attendance data. In addition to these core features, RSVPify’s platform is also capable of syncing guest lists and RSVPs, allowing for efficient, paperless management of events.
RSVPify Key Features
- Guest list management
- QR codes
- Contactless check-in
- Real-time syncing
- Data import
RSVPify Reviews
#5 Eventbrite
Eventbrite’s event check-in software offers a smooth and streamlined solution for event managers and organizers. With a focus on efficiency, the software allows for quick attendee check-ins, reducing queues and improving the overall event experience. It provides real-time tracking of attendance data, ensuring that the organizers are always up-to-date with the guest count. The Eventbrite check-in software is also able to scan tickets, further simplifying the process.
Eventbrite Key Features
- Mobile check-in
- Onsite tickets & registration
- Payment processing
- Contact list management
- Reporting
Eventbrite Reviews
#6 Splash
Named a Contender in The Forrester Wave™: B2B Event Management Technology, Q1 2023 report and a Market Leader in Research In Action’s Vendor Selection Matrix™ Report – Marketing Event Management: The Top Global Vendors 2023.
Splash’s event check-in software is a dynamic tool designed to create a seamless and efficient attendee experience. Known for its speed and reliability, the software enables fast check-ins and minimizes waiting times, fostering a positive event atmosphere from the start. Real-time attendance tracking is a key feature, providing event organizers with an accurate view of guest arrival patterns and overall event attendance. The software also supports on-the-spot guest list modifications and is capable of syncing these changes instantly across all devices. Integrated with the wider Splash platform, it allows for comprehensive event management, including ticketing, marketing, and analytics.
Splash Key Features
- Mobile check-in
- QR codes
- Onsite badge printing
- Real-time syncing
- Branded experience
Splash Reviews
#7 EventX
EventX’s event check-in software offers a robust and user-friendly solution for event managers. The software ensures an efficient check-in process, reducing lines and waiting times, thereby enhancing the overall guest experience. It offers real-time attendee tracking, which gives organizers accurate and immediate data about event attendance. Notably, EventX’s software allows for QR code scanning for quick entry, and its flexibility enables last-minute guest list changes, seamlessly synchronizing all updates across devices.
EventX Key Features
- Onsite badge printing
- Customizable badge design
- Facial recognition
- Name search
- Walk-in
EventX Reviews
#8 Webex Events
Webex Events’ check-in software provides a powerful and user-friendly solution for event managers to streamline attendee registration and entry processes. Designed to enhance the overall attendee experience, the software offers swift check-ins and real-time monitoring of event attendance. The platform not only allows organizers to have accurate and immediate information about guest arrivals but also supports seamless integration with the broader Webex suite. This means organizers can efficiently manage various event facets, such as planning, communication, and post-event follow-ups, all within a single platform.
Webex Events Key Features
- Onsite check-in
- On-demand badge printing
- Custom badge designer
- CLEAR Health Pass
- Attendee insights
Webex Events Reviews
#9 Eventleaf
Eventleaf’s event check-in software is a feature-rich tool that enhances the overall event management process by offering a seamless and efficient check-in experience. The software ensures rapid attendee registration at the event entrance, significantly reducing wait times. It offers real-time attendance tracking, providing organizers with instantaneous, accurate data about guest participation. Notably, the software also supports QR code scanning and onsite registration, adding a layer of convenience and flexibility. Integrated with the wider Eventleaf platform, it allows for a holistic approach to event management, encompassing ticketing, attendee engagement, and post-event reporting.
Eventleaf Key Features
- Event check-in mobile app
- Badge printing from smartphones
- Ticket selling
- Check out tracking
- Attendance credits
Eventleaf Reviews
#10 Whova
Whova’s event check-in software offers a comprehensive solution to streamline the check-in process at events. The software enables a swift and smooth entry for attendees, reducing long lines and enhancing the overall event experience. With real-time attendance tracking, event organizers can maintain an accurate count of participants and monitor arrivals efficiently. A distinguishing feature is its support for QR code scanning, enabling quick check-ins and adding a layer of flexibility for on-site management. The event check-in software is integrated with the larger Whova platform, facilitating a holistic approach to event management, including attendee engagement, event marketing, and insightful post-event analytics.
Whova Key Features
- Event app
- QR code scanning
- Self check-in stations
- Attendee list updates
- Import & export
Whova Reviews
#11 Eventdex
Eventdex’s event check-in software speeds up entry times by employing quick and reliable check-in functionalities, including QR code scanning, significantly enhancing the overall guest experience. It provides real-time attendance tracking, ensuring event managers have immediate and accurate information about guest arrivals. Being part of the broader Eventdex platform, the check-in software is integral to a suite of tools that cover the entire event lifecycle, from planning and registration to analytics and follow-up.
Eventdex Event Key Features
- Contactless check-in
- Onsite badge printing
- Self check-in kiosks
- Event app
- Lead retrieval
Eventdex Reviews
Why SpotMe Is The Best Event Check-In Software
SpotMe is an all-in-one event platform, built for enterprise. With its easy-to-use event check-in software and engaging mobile event app, you can give onsite attendees a seamless, unforgettable experience from the moment they set foot through the door.
With scalable enterprise deployment, 24/7 instant support, and white-glove professional services, hosting events with a flawless user experience has never been easier.
SpotMe’s fully integrated event check-in software uses deep APIs and connectors to give you consistent first-party data insights that flow into your CRM and help you drive your next best action. Integrations include Hubspot, Marketo, Salesforce, Rainfocus, and Veeva.
With 20+ years of unrivaled experience in the event tech industry, SpotMe is the first choice for 12,000+ global Fortune 500 business leaders, including 10 of the top 20 life science companies such as J&J, Novartis, Roche, Sanofi, and GSK, and the Big Four professional services networks.
To see for yourself why SpotMe is the best event check-in software, request a free demo today.
Disclaimer: To get the links to the statistics and insights shared in this article, feel free to reach out to us at marketing@spotme.com.
