Caz Event Manager Pro provides event-day check-in tools for confirming that booked attendees have arrived.

Staff can use the system to check attendees in using the QR-code scanner, or manually check an attendee from the event’s attendee list.

Check-in information is recorded against the attendee and contributes to the event’s attendance statistics.

The basic process is:

Booking → QR Ticket → Arrival → Scan → Check-In

Preparing for Check-In

Before the event begins, make sure:

• The event has been created and published.
• Customer bookings have been received.
• Attendees are visible in the Attendees area.
• Staff have access to Caz Event Manager.
• The QR scanner can be opened on the device being used for check-in.
• The device has a working camera.
• Staff know which event they are checking in.

A phone or tablet is particularly suitable for event-day QR scanning.

Opening the Check-In Scanner

Open the Caz Event Manager check-in scanner from the event-management interface.

The scanner uses the device’s camera to read the QR code on the attendee’s event ticket.

When prompted, allow the browser to access the device camera.

The scanner can then be positioned over the customer’s QR code.

Scanning an Attendee

Ask the attendee to display their event ticket.

The ticket contains a QR code associated with the attendee’s booking.

Point the device camera at the QR code.

Caz Event Manager reads the ticket and checks the booking.

If the ticket is valid for the event, the attendee can be checked in.

The system records the check-in against the attendee.

Successful Check-In

When a valid attendee is checked in, the event’s attendance information is updated.

The attendee’s record changes from:

Not Checked In

to:

Checked In

The event’s checked-in total is also updated.

For example:

Booked: 20
Checked In: 15

After another attendee arrives:

Booked: 20
Checked In: 16

QR Scanner Sound

Caz Event Manager provides an optional scanner sound.

The sound can be enabled or disabled from:

Caz Events → Settings

The sound provides staff with an audible indication when a scan has been processed.

This can be useful in busy event environments where staff may not want to look continuously at the screen.

Checking In Manually

QR scanning is not the only way to check an attendee in.

If a customer cannot display their QR ticket, staff can locate the attendee in the event’s attendee list and manually check them in.

Go to:

Caz Events → Attendees

Select the appropriate event.

Locate the attendee and select:

Check In

The attendee is then recorded as checked in.

Manual check-in provides a useful backup when:

• The customer’s phone is unavailable.
• The QR code cannot be displayed.
• The QR code cannot be scanned.
• Staff need to correct an attendance situation manually.

Checking the Correct Event

Always confirm that the correct event has been selected before checking attendees in.

This is particularly important when multiple events are taking place on the same day.

For example:

10:00 AM — Beginner Workshop

and

2:00 PM — Advanced Workshop

should be treated as separate events.

An attendee should be checked into the event for which they have a valid booking.

Duplicate Check-In

If an attendee has already been checked in, the system records that attendance status.

This helps staff identify whether a ticket has already been processed.

If a customer attempts to present the same ticket again, staff should check the attendee record rather than creating another attendance entry.

The attendee should only be recorded as checked in once.

Correcting an Accidental Check-In

If staff accidentally check in the wrong attendee, Caz Event Manager provides an:

Undo

option.

Locate the attendee in the event’s attendee list and select Undo.

The check-in status is removed.

The attendee can then be checked in correctly when they arrive.

This is useful when:

• The wrong attendee was selected.
• A QR code was scanned accidentally.
• Staff need to correct an attendance record.

Recording a No-Show

After the event, organisers can identify attendees who booked but did not attend.

Caz Event Manager provides a No Show status for recording this outcome.

This allows the final event attendance record to distinguish between:

• Booked
• Checked In
• No Show

For example:

Booked: 20
Checked In: 17
No Show: 3

This provides a more accurate record of actual attendance.

Attendance Rate

Caz Event Manager uses booking and check-in information to calculate the event’s attendance rate.

The basic calculation is:

Checked In ÷ Booked × 100

For example:

20 booked
18 checked in

Attendance rate:

90%

The attendance rate provides a quick measure of how many booked attendees actually arrived.

Check-In During a Busy Event

For a busy event, use a dedicated phone or tablet for check-in.

A simple process is:

1. Staff member opens the scanner

↓

2. Attendee presents QR ticket

↓

3. Staff scans the QR code

↓

4. System validates the booking

↓

5. Attendee is checked in

↓

6. Staff moves to the next attendee

This keeps the check-in process quick and avoids unnecessary handling of customer information.

Manual Attendee Lookup

When scanning is not possible, staff can use the attendee list.

Search for or locate the attendee using the information available in the attendee record.

Useful identifying information can include:

• Customer name
• Email address
• Phone number
• Order number

Once the correct attendee has been identified, staff can use the manual Check In function.

Check-In and WooCommerce

Check-in does not replace the WooCommerce order.

The WooCommerce order remains the underlying purchase transaction.

Caz Event Manager records the attendee’s event attendance separately.

The relationship is:

WooCommerce Order

↓

Event Booking

↓

Attendee

↓

Check-In Status

This means an attendee can be checked in without changing the underlying WooCommerce order simply because they arrived at the event.

Check-In and Capacity

Check-in is different from booking capacity.

Capacity determines how many places can be booked.

Check-in records how many booked attendees actually arrived.

For example:

Capacity: 20
Booked: 20
Checked In: 17

The event was fully booked, but only 17 attendees arrived.

This distinction is important when reviewing event performance.

Check-In After the Event

After the event, review the attendee list.

Check:

• Total booked
• Total checked in
• No-shows
• Attendance rate

This provides a final attendance record for the event.

The attendee information can also be exported for further reporting.

Printing the Attendee List

Caz Event Manager provides a printable attendee list.

This can be useful as a backup during an event.

A printed list can allow staff to locate an attendee even if:

• The internet connection is unavailable.
• A customer’s phone cannot display the ticket.
• The QR scanner cannot be used.

The digital check-in record should still be updated where possible so the final attendance statistics remain accurate.

Exporting Check-In Information

The attendee information can be exported using the available CSV export functions.

This allows organisers to retain event attendance information outside WordPress when required.

Exports can also be useful for:

• Event reporting
• Administrative records
• Attendance analysis
• Customer follow-up

Event-Day Check-In Checklist

Before the event

• Confirm the correct event.
• Check the attendee list.
• Confirm the expected number of attendees.
• Prepare the phone or tablet.
• Confirm camera access.
• Open the QR scanner.
• Check scanner sound settings.
• Have the attendee list available as a backup.

During the event

• Ask attendees to present their QR tickets.
• Scan each QR code.
• Confirm successful check-in.
• Use manual check-in when necessary.
• Check attendee details if a ticket cannot be scanned.
• Avoid checking the same attendee in twice.

After the event

• Review checked-in attendees.
• Record no-shows.
• Review attendance rate.
• Correct any accidental check-ins.
• Export attendance information if required.
• Retain the final attendee record.

The Complete Check-In Workflow

Caz Event Manager Pro connects the online booking with event-day attendance:

Customer books event

↓

WooCommerce order is created

↓

Attendee receives event ticket

↓

Attendee arrives

↓

QR ticket is scanned

↓

Caz Event Manager validates the booking

↓

Attendee is checked in

↓

Attendance statistics are updated

↓

No-shows can be recorded after the event

This gives the organiser a complete record from booking through to attendance.

Summary

Caz Event Manager Pro provides a practical event-day check-in system that works with the booking and attendee information already held in WordPress and WooCommerce.

Staff can use QR-code scanning for fast event entry or manually check attendees in from the attendee list when required.

Check-in records can be corrected using Undo, while attendees who booked but did not attend can be recorded as No Shows.

Together with capacity and attendee management, the check-in system gives organisers a complete view of:

Capacity → Bookings → Attendance → No-Shows

Caz Event Manager Pro therefore connects the customer’s online WooCommerce booking with the real-world process of attending the event.