College and University Event Check-In
Check people in at orientation and welcome week, career fairs, guest lectures, club events, department talks and alumni nights. Import your list or open sign-ups, email QR passes, scan them or search names at the door, add walk-ins and export who came. Free, with no per-attendee fee.
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How does college event check-in work?
Import your student or attendee list, or open sign-ups through the event link, and each person gets a QR pass. At orientation, career fairs, guest lectures and club events, your team scans passes on their own phones, searches names and adds walk-ins. Afterwards you export who came. Event Flo is free, with no per-attendee fee.
- Platform fee: 0%, no per-attendee charge
- Attendee list: CSV, XLSX or XLS import
- Door staff: No limit; each scans on their own phone
- Walk-ins: Added at the door, with a connection
- Exports: Guest list CSV, walk-ins included
- Accounts: 18+; imported guests need none
What colleges & universities run into
Sign-In Sheets Slow the Line. A clipboard at the door of a full lecture hall means a long line, names nobody can read and an evening typing them up afterwards.
Not Everyone Signs Up First. Students hear about a talk or a club event an hour before it starts. A door that only knows the sign-up list turns them away or loses track of who came.
Per-Attendee Pricing Adds Up. Check-in tools priced per attendee, per device or per credit get expensive across a semester of orientation sessions, fairs and talks.
Event Flo for colleges & universities
Everything below is included at a 0% platform fee — there is no tier to upgrade to and no per-attendee charge.
| Feature | What it does |
|---|---|
| QR Check-In on Staff Phones | Your door team scans QR passes from their own phone browsers, or searches a name when a pass won't open. There is nothing to install and no scanner hardware to rent. |
| Import Your Student List | Upload a CSV, XLSX or XLS file, and each person gets a QR pass. Then email the passes from the Imports & walk-ins tab. One file imports up to 500 rows. |
| Walk-Ins at the Door | Someone who never signed up? You or your door staff add them from the scanner with a name and an optional email or phone, and Event Flo checks the list for a match first. They are checked in at once. Adding a walk-in needs a connection. |
| Several Doors, One Count | Invite as many door staff as you need by email. Each scans on their own phone, and every check-in lands in one live count on your check-in screen. |
| When Campus 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 stay provisional until the sync. |
| Sign-Ups for Open Events | Share the event link for a guest lecture or a club event and people sign up there, with approval and your own questions if you want them. People who sign up on Event Flo must be 18 or older. |
| Optional Attendee ID Checks | Guest ID checks are an optional per-event setting, on by default. Attendees who sign up can ask for a spot first and are confirmed once their ID is verified. Guests you import and walk-ins are not ID-checked. |
| Attendance Exports | The guest list CSV marks every check-in, imports and walk-ins included. On a Business conference or Business training event, a CSV or PDF attendance report of everyone on the list, imports and walk-ins included, comes too. |
| 0% Platform Fees | There is no plan to upgrade to and no per-attendee charge. If you charge for an alumni dinner or a gala, attendees pay your organization directly and Event Flo takes nothing. |
How to set up check-in for a college event
- Create the event. Name, date, room or venue and capacity. Keep it private for an invite-only orientation, or plan a public page for a guest lecture or club event. Guest ID checks are an optional per-event setting, on by default.
- Verify your ID to open sign-ups. Only if attendees will register themselves through the event link, or find the event listed publicly: your ID is verified once, before an event is listed publicly or opened to sign-ups. A private event with the people you import goes live now.
- Import your student list. Upload a CSV or Excel file, and each person gets a QR pass. Email the passes from the Imports & walk-ins tab. One file imports up to 500 rows, so import a large class as several files.
- Invite your door team. Add staff and volunteers by email from the event's check-in screen. Each accepts with their own Event Flo account and scans passes in the phone browser, with no app or hardware.
- Check people in on the day. Scan passes or search a name at the door, and add anyone who isn't on the list as a walk-in.
- Export who came. Download the guest list CSV with every check-in marked, imported guests and walk-ins included.
Event Flo for other event types and sizes
Frequently asked questions
How do I check in students at orientation?
Import your orientation list from a CSV or Excel file, so each student has a QR pass, then email the passes from the Imports & walk-ins tab. One file imports up to 500 rows, so import a large class as several files. On the day, your door team scans passes on their own phones or searches a name. Scanning keeps working when the wifi drops and syncs when it returns. Afterwards, the guest list CSV marks every check-in.
Can I add walk-ins at a career fair or guest lecture?
Yes. You or your door staff add a walk-in from the scanner with a name, plus an email or phone if they give one. Event Flo checks the list first and shows any match, so a student who already has a pass is not added twice by mistake. The walk-in is checked in at once, counts toward capacity and is in the guest list CSV. Adding a walk-in needs a connection, and walk-ins are not ID-checked.
Do students need an Event Flo account?
Only to sign up through the event link. People who sign up on Event Flo must be 18 or older. Guests you import don't need an account. Each gets a QR pass, which you email from the Imports & walk-ins tab, and a walk-in you add at the door needs no account either. Your door staff each sign in with their own Event Flo account, so the same age rule applies to them.
How do I track attendance at a college event?
Every event exports the guest list CSV, with each check-in marked and imported guests and walk-ins included. For a seminar or training session that needs a PDF, create it as a Business training or Business conference event: Business events add a CSV or PDF attendance report of everyone on the list, imports and walk-ins included, and are never listed publicly. On a Business event, once anyone has checked in, you can generate certificates for every checked-in attendee and email them to those with an email address.
How do I run check-in across welcome week?
Publish each welcome week event as its own event, so each has its own guest list, passes and door count. Create the first one, then duplicate it and change the date and room for the next. Import your list into each event that needs one.
Can I keep an event to students only?
Yes, through how you share it and who you approve. Keep the event private so only people with the link can ask for a spot, turn on approval, and add a registration question such as department or class year so you can check each request before confirming. Sign-ups through the link open once your ID is verified. Event Flo does not check student status for you. Or import your student list and skip sign-ups altogether.
Do attendees have to verify their ID?
Only if you keep the check on. Guest ID checks are an optional per-event setting, on by default. Attendees who sign up can ask for a spot first and are confirmed once their ID is verified, and you can turn the check off for any event, such as an open lecture. Guests you import and walk-ins are not ID-checked.
Can I run a campus event before my ID is verified?
Yes. A private event goes live now: import your list, email the passes, invite door staff and check people in, with no ID step. Your ID is verified once, before an event is listed publicly or opened to sign-ups, so a public guest lecture or a sign-up link anyone can use waits for it. Until then, you can send 300 pass and certificate emails a day, counted together. If several organizers host events for your club or department, each host account verifies its own ID before it lists a public event or opens sign-ups.
Is Event Flo free for college events?
Yes. There is no plan to upgrade to, no per-attendee fee and no cap on guests or door staff. If you charge for a ticket, such as an alumni dinner or a gala, attendees pay your organization directly, and Event Flo takes 0% because it never handles the money.