Free Conference Check-In App

Event Flo is a free conference check-in app. Import your attendee list and email the QR passes, or open registration on the event page. On the day, your staff scan passes at every door from their own phones, search names, add walk-ins and scan attendees into sessions. Afterwards, you export who came.

What is a conference check-in app?

A conference check-in app records which attendees have arrived, usually by scanning a QR pass at the door. Event Flo runs in the phone browser, so staff install nothing. You import an attendee list or take registrations, and staff scan passes at each entrance and session room. It is free, with no cap on attendees or door staff.

How conference check-in works, in five steps

1. Create the conference. Pick Business conference: it carries the attendance report, session reports and certificates. Add the name, dates, venue and capacity, and any tracks, rooms or time slots as sessions. Business events have no ticket price, approval step or guest ID check, so every attendee gets in on their pass.

2. Import your attendee list. Upload a CSV or Excel file, and each attendee gets a QR pass. Then email the passes from the Imports & walk-ins tab. Business events are never listed publicly, so a private conference with the attendees you import goes live now, with no ID step. Registration through the event link opens once your ID is verified, a one-time check.

3. Invite your door team. Add staff by email from the event's check-in screen. Each accepts with their own Event Flo account and scans from their own phone, at whichever entrance or session room you give them.

4. Check attendees in on the day. Staff scan passes or search a name, and add anyone who isn't on the list as a walk-in. At a session room, they switch the scanner to that session first.

5. Export who came. Download the guest list CSV with each check-in marked, imported attendees and walk-ins included. On a Business conference event, the attendance report adds each attendee's check-in time and the sessions they entered, imports and walk-ins included, as a CSV or PDF.

Check-in at a conference door

A conference brings more doors, more staff, session rooms and an attendance record someone will ask for afterwards. Here is how each part works.

Several doors, one attendee list. Invite as many door staff as you need. Each scans from their own phone at the entrance you give them, and every scan lands on the same attendee list. With a connection, a pass scanned at one door shows as Already checked in, with the time, at the next. Your own check-in screen shows the live checked-in count.

Name search at the desk. When an attendee can't find their pass, staff type the code or search the name and check them in from the list.

Walk-ins. Someone at the desk who isn't on the list? You or your door staff add them from the scanner as a walk-in, with a name and an email or phone if they give one. Event Flo checks the attendee list first and shows any match, so nobody is added twice by mistake. A walk-in is checked in at once and counts toward your capacity. Adding a walk-in needs a connection.

Session rooms. Add your agenda's sessions to the event. At a session room, staff switch the scanner to that session and scan the attendee's usual pass or search their name, so the check-in counts for that session. That works for attendees you import and for walk-ins too. Walk-ins are added at the main entrance.

When the venue wifi drops. Scanning keeps working when the wifi drops and syncs when it returns. The scanner needs a connection to open, and admits made offline are checked against the list the phone saved, so they stay provisional until the sync.

The record afterwards. Export who came. The guest list CSV marks each check-in, imported attendees and walk-ins included. On a Business conference event, the attendance report, as a CSV or a PDF headed with your organization's name if you set one, lists each attendee's check-in time and the sessions they entered, imported attendees and walk-ins included. Once anyone has checked in, you can generate certificates for every checked-in attendee, imports and walk-ins included, and email them to attendees who have an email address.

What it doesn't do

Worth knowing before you plan registration and the doors.

No badge printing. Event Flo does not print name badges or labels. Attendees show the QR pass from their email, on a phone or printed.

No kiosk or self check-in. A member of your team scans each attendee. There is no tablet mode where attendees check themselves in.

Registration opens after your ID check. Until your ID is verified, registration through the event link stays closed, so the attendees you import and the walk-ins you add are your only attendees. On a Business conference event, session scans, the attendance report and certificates work for them as they do for anyone who registers.

Walk-ins need a connection. Your team can add a walk-in from the scanner, and they are checked in on the spot, but only while the phone has a connection.

Long lists import in parts. One file imports up to 500 rows. Import a longer attendee list as several files.

An email cap before ID verification. Until your ID is verified, you can send 300 pass and certificate emails a day, counted together. Once it is verified, that cap no longer applies.

Staff need their own accounts. Each door staffer signs in to Event Flo and accepts your email invite. There is no shared link to hand to a volunteer.

No hotels, travel or card payments. Event Flo runs registration, passes and the door. It does not book hotels or travel, and it never takes card payments: for paid tickets, attendees pay you directly.

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Frequently asked questions

How do I check in attendees at a conference?

Import your attendee list and email the QR passes from the Imports & walk-ins tab, or open registration and attendees get their pass by email once confirmed. On the day, door staff open the scanner in their phone browser and scan passes at each entrance. If a pass won't scan, they type the code or search the name. Someone who isn't on the list can be added as a walk-in, which needs a connection.

What does conference check-in cost on Event Flo?

Nothing. There is no paid plan and no per-attendee fee: attendee import, QR passes, door and session scanning, walk-ins, staff invites and exports come with every event, with no cap on attendees or door staff. If you sell tickets, the platform fee is 0% because attendees pay you directly; Event Flo never handles the money.

Can several staff scan at different doors?

Yes. Invite as many staff as you need by email. Each accepts with their own Event Flo account and scans from their own phone, and every scan lands on the same attendee list. With a connection, a pass already scanned at one door shows as Already checked in, with the time of the first scan, at any other.

Can I check attendees into separate sessions?

Yes. Add your sessions (tracks, rooms or time slots) to the event. At a session room, staff switch the scanner to that session and scan the attendee's usual pass or search their name, imported attendees and walk-ins included. On a Business conference event, the attendance report lists the sessions each attendee entered.

Do attendees need to download an app?

No. Attendees show the QR pass from their email, on a phone or printed. Staff scan it with the phone camera in the browser, so nothing is installed at the door either. Each staffer needs an Event Flo account; attendees you import need none.

What if the venue wifi drops?

The scanner needs a connection to open. Once it is open, scanning keeps working when the wifi drops and syncs when it returns, recording each scan once. Admits made offline show as "Let in, pending sync" and stay provisional until then. Refresh the scanner just before doors open.

Does Event Flo check attendees' IDs?

Not on a Business conference event. Business events have no guest ID check or approval step: attendees you import or add at the door get in on their pass, and anyone who registers through the event link is confirmed at once.

Do I need to verify my own ID?

Only to open registration through the event link. Business events are never listed publicly, so a private conference, with the attendees you import or add at the door, goes live without it. Your ID is verified once, before an event is listed publicly or opened to sign-ups. Until it is verified, you can send 300 pass and certificate emails a day, counted together.

What reports do I get after the conference?

The guest list CSV, which every event has, marks each check-in, imported attendees and walk-ins included. On a Business conference event you also get the attendance report of everyone on the list, imports and walk-ins included, with each one's check-in time and sessions: a CSV, or a PDF that adds the no-show count and is headed with your organization's name if you set one.