The Event Day Check-In tool provides real time access to participant data, allowing you to check in registered participants, manage merchandise pickups, assign bib numbers, and register new participants on event day.
If you have a crew of volunteers lined up, you can allow them to help out with check-in on event day without giving them full admin access.
Note: The Event Day Check-in tool pulls real-time data; therefore, a connection to WiFi or cell service is required.
Enable Manual Finish (Untimed Events)
Set Up Event-Day Registration
To allow participants to register and check-in on event day, you must enable this feature prior to event day. You can also activate cash payments for same-day registrants.
Log into your Event Director account and open the event for which you want to set up event-day registrations.
From the left side menu, open the Registration Data menu and click Event Day Check-in.
On the Event Day Check-in page, click the Register tab.
In the Manage Registration area, toggle the Enable day-of registration page to the On position. An event day registration page URL and QR code (for easy mobile access) appear.
- In the Day-of registration closes on fields, set a date and time to end event-day registration.
- Check the box stating that you understand that it is your responsibility to disable saved payment methods on shared devices.
- In the Additional Event Day Reg Fee box, optionally enter a fee for registering on event day.
- If you want to allow same-day registrants to use their device to register and pay cash at the check-in table, toggle the Enable cash payments switch to the On position.
- Click Save.
Note: For any cash payments accepted on event day, you are responsible for collecting and remitting any applicable taxes.
Set Up Volunteer Access
If you have a crew of volunteers to help out on event day, you can allow them limited access to administrative tasks to assist with check-in. Volunteers can use a computer or mobile device to check in participants, edit bib numbers, change participant category, email liability waivers, and/or mark participants as finished at the end of the race.
You can set or revoke volunteer access at any time before, during, or after your event.
Log into your Event Director account and open the event for which you want to set up event-day registrations.
From the left side menu, open the Registration Data menu and click Event Day Check-in.
On the Event Day Check-in page, click the Admin tab.
Toggle the Allow Volunteer Access switch to the On position. The Access Link section appears displaying a URL that you can distribute to volunteers. This link allows participants to check in participants without full admin access.
If your event is un-timed and you want to allow volunteers to manually mark participants as finished, toggle the Enable Finished Button switch to the On position.
If you want to allow volunteers to edit bib numbers, toggle the Volunteers can edit bib numbers switch to the On position.
If you want to allow volunteers to edit participants' original race category, toggle the Volunteers can change participant category switch to the On position.
In the Expiration Date fields, select the date and time you want to end volunteer access to your event.
In the Participant Information section, select which participant data your volunteers can see (e.g., team name, phone number, bib number, etc.).
If you have set up any Custom Questions, select which of those questions you want your volunteers to see.
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When you are finished selecting volunteer options, click Save.
The Event Day Check-In page that will appear to volunteers only allows access to the Check-In tab:
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When you are ready for volunteers to have access:
Share the Access Link URL
Share a link to the Volunteer Guide to Checking In Participants page.
Enable Manual Finish (Untimed Events)
Keeping track to ensure all of your event participants are safely accounted for at the end of a race is an important aspect of running a safe and successful event.
For events that do not include timing, you can enable an option to manually mark checked in participants as "Finished." You can also include that information when you View and Download Registration Data.
Log into your Event Director account and open the event for which you want to enable the Finished button.
From the left side menu, open the Registration Data menu and click Event Day Check-in.
On the Event Day Check-in page, click the Admin tab.
Toggle the Enable Finished button switch to the On position.
Once a participant has been checked in, a Finished button will now appear upon searching for their registration.
Bonus Tips for Event Directors and Volunteers
Want your event day to go even more smoothly? Check out these extra resources from the athleteReg blog, full of tips for building your volunteer team, streamlining packet pick-up, and staying ready for surprise moments.