Customizable Check-In Settings: How EntriScan Adapts to Any Organization

A gym wants people in and out fast. A school needs an exact attendance record for every student. A nonprofit needs to prove volunteer hours to a grant funder. A sports club cares about who showed up on time and who didn't.

These organizations shouldn't be forced into the same check-in flow. That's why EntriScan splits its settings into two levels: Member Settings, which apply across your whole account, and Event Settings, which you set individually for each event or recurring schedule. Together they let you build a check-in process that matches how your organization actually works, instead of working around a tool built for someone else.

Here's what you can customize, and when each setting actually matters.

Member Settings: rules for your whole account

Member Settings live under Members > Settings and apply everywhere in your account, not just one event.

Public member pages and QR codes: Every member gets a profile page and a personal QR code by default. A gym might want that, since members can check themselves in from their own code. A smaller group that doesn't need member profiles can turn this off.

Check-in on member page: If member pages are on, you can also decide whether members can check themselves in from that page, or whether check-in only happens through an event's own QR code. A front desk that wants to control every check-in can turn this off and route everyone through the event flow.

PIN-Protected Check-ins: Some organizations run into a different problem: one person checking in under someone else's name. PIN-Protected Check-ins lets attendees lock their name with a 4-digit PIN the first time they use it, so nobody else can check in as them after that. A youth sports club can turn this on so a player can't check in for a teammate who skipped practice. A casual meetup that isn't worried about this can leave it off.

Event Settings: rules for each event or schedule

Event Settings are set per event, so a weekly class and a one-time fundraiser can run completely differently.

Attendance tracking

Track tardiness and track absences flag who arrived late or didn't show up, using a grace period you set yourself. A dance studio running back-to-back classes might allow a 5-minute grace period before marking someone tardy. A single community cleanup day probably doesn't need either setting on.

Access control

Require registration only lets people who filled out a form check in, which fits a workshop with limited seats. Members only blocks anyone who isn't already on your member list, a good fit for a private club. Restrict to specific groups narrows check-in to certain member groups, like a volunteer-only orientation. Location verification confirms someone is actually at the venue before they can check in, which matters more for a conference trying to prevent remote check-ins than for a weekly book club.

Check-in behavior

Enable check-out records when someone leaves, not just when they arrive, which coworking spaces and hourly programs use to measure time on site. Allow member search lets returning members find their name instead of retyping it. Require full name matters for a school that needs a precise attendance record, less so for a casual meetup. Allow multiple check-ins lets someone check in more than once at the same event, useful for an all-day conference with separate sessions but not for a single-entry ticketed event.

One account, different setups per event

Because Event Settings apply per event, you're not locked into one configuration for everything you run. A community center can turn tardy tracking on for its weekly tutoring sessions and leave it off for a Saturday open house. A church can require registration for a one-time retreat while keeping its regular Sunday service open to anyone who walks in. The settings follow the event, not the other way around.

What this requires

Track tardiness and track absences are part of the Community plan. Require registration, enable check-out, location verification, check-in on member page, PIN-Protected Check-ins, and public member pages and QR codes are available on the Professional and Community plans. Members only, restrict to specific groups, allow member search, require full name, and allow multiple check-ins are available on every plan, including Free.

Questions? Reach us at [email protected].