Tutorials - Check-in

This tutorial explains how to use QR Code Check-in to validate participant presence on-site, verify payment and character assignment, and automatically award attendance XP. Use this feature whenever you need a fast, paperless accreditation desk at your event.

Activating Check-in

To use QR Code Check-in, activate the "QR Code Check-in" feature from the event features panel.

[SCREENSHOT: features panel with Check-in highlighted]

Once active, a Check-in section appears in the event management sidebar.

Player QR Code

As soon as Check-in is active, every registered participant automatically receives a unique encrypted QR code. Players can view and download their code from their personal event page.

[SCREENSHOT: player view showing QR code on event page]

The code encodes the participant's profile, selected character, and payment status at generation time. It is also stored locally in the browser so it remains accessible even without an internet connection, useful for venues with poor signal.

Note: the QR code is regenerated automatically if the registration is cancelled and re-created.

Scanning and Validating a Participant

Staff members with the Check-in permission can access the scanner by going to the Check-in panel and tapping Open Scanner.

[SCREENSHOT: Check-in panel with Open Scanner button]

Point the device camera at the participant's QR code. LarpManager decodes it instantly and displays a summary screen with the following information:

• Registration status: whether the participant is confirmed, on the waiting list, or has an outstanding balance.
• Payment: amount paid and amount still owed.
• Liability form: whether the participant has signed the required forms.
• Character: name of the assigned character and starting skill/XP allocation.
• Age check: whether the participant meets any minimum age requirement set on the event.

[SCREENSHOT: scan result screen showing participant summary]

Tap Confirm Check-in to mark the participant as present. The button is disabled if the registration is not in a valid state (e.g., unpaid and payment is required).

Note: you can allow check-in even with an outstanding balance by enabling the "Allow check-in with debt" option in the Check-in configuration.

Offline Mode

If the device loses connectivity (common at outdoor or remote venues), the app continues to work. Scans are stored locally in an encrypted buffer and synchronised with the server automatically as soon as the connection is restored.

[SCREENSHOT: offline indicator on the scanner screen]

A banner at the top of the scanner screen indicates how many check-ins are pending sync. Do not close the browser tab until all pending check-ins have been uploaded.

Note: offline mode requires the participant's QR code to have been generated before losing connectivity. Codes generated after the connection was lost cannot be validated offline.

Check-in Dashboard

Go to the Check-in panel to view the real-time accreditation overview.

[SCREENSHOT: check-in dashboard with counters and arrival chart]

The dashboard shows:

• Total present: number of participants marked as arrived.
• Pending: registered participants not yet checked in.
• Arrival flow: a chart showing how many participants checked in per time slot, useful for anticipating desk congestion.
• Participant list: filterable table with each participant's check-in time, character, and payment status.

You can export the present list at any time as a CSV for emergency use (e.g., evacuation headcount).

Automatic Attendance XP

This sub-feature requires the Experence Tutorial feature to also be active.

To award XP automatically when a participant checks in, go to the Check-in configuration and set the Attendance XP field.

[SCREENSHOT: Check-in config page with Attendance XP field]

Attendance XP: number of XP points credited to the character when the participant is marked as present. Set to 0 to disable automatic XP.

XP is credited immediately upon confirmation. If a check-in is later cancelled (e.g., the participant leaves before the event starts), XP is automatically reversed.

Manual Check-in

If a participant cannot display their QR code (lost phone, no battery), you can check them in manually from the Check-in panel participant list. Find the participant by name or email, then click Check In on their row.

[SCREENSHOT: participant list with manual Check In button]

Note: manual check-ins are logged separately and flagged in the export so you can review them after the event.