19 Must-Have Paid and Free Event Check-In Apps for Organizers

Nov 22, 2024 Shruti Shah

Long lines at an event? Total mood killer. While paper tickets are still common at larger events, smaller gatherings are increasingly switching to event check-in apps to streamline the entry process. These tools have become essential for today’s event organizers, keeping queues short and energy high—whether it’s a 50-person workshop or a 5,000-person conference. Beyond convenience, the right event check-in app also doubles as an attendance tracker, providing real-time data and insights. However, even minor glitches can disrupt the flow, so it’s crucial to choose a reliable platform. For event organizers, it’s not just about getting people in the door—it’s about starting the event on the right note 

Event Check-In Apps Overview 

Event check-in apps have transformed how organizers manage attendee entry, turning a traditionally tedious process into a fast, accurate, and streamlined experience. These tools help organizers move past the hassle of paper tickets and eliminate long wait times, creating a much smoother and more efficient check-in process for both attendees and staff. 

What Are Event Check-In Apps? 

Event check-in apps are digital tools that automate the registration process. They integrate with event attendance software to handle everything from walk-ins to badge printing. These apps eliminate manual errors, save time, and provide organizers with real-time data to make smarter decisions. Whether you're using a free event check-in app or a premium platform, the goal is the same: to make attendee entry faster and more efficient. 

Why Do You Need an Event Check-In App? 

No matter how streamlined your event may seem, attendees always notice inefficiencies—and nothing derails their experience faster than a chaotic check-in process. Event check-in apps eliminate these hurdles for organizers with fast QR code scanning, facial recognition, or NFC technology, enabling quick and seamless entry. Plus, the latest releases of many apps offer real-time insights through integrated event attendance software, letting you track arrivals and manage last-minute registrations and even badge printing effectively. 

What Does an Event Check-In App Cost? 

When it comes to event check-in apps, the cost can vary significantly depending on your event size, features required, and overall complexity. Broadly, pricing models fall into two categories: 

1. Free Solutions 

Free event check-in apps are ideal for smaller-scale events with basic needs. These often include tools for simple attendee tracking and manual check-ins but may lack advanced features like integrations or in-depth analytics. For tight budgets or one-off events, free apps provide a good starting point. 

2. Paid Options 

Premium event check-in apps come with a range of advanced features, including real-time attendance tracking, seamless CRM or ticketing platform integrations, badge printing, and detailed analytics. These tools typically charge on a per-attendee basis, which is ideal for events with a clear headcount, allowing costs to scale with the size of the event. Alternatively, subscription plans—available on an annual or monthly basis—are perfect for organizations that host multiple events throughout the year. 

For example, smaller gatherings like workshops may only need a basic free event check-in app, while complex conferences or hybrid events benefit from investing in tools like Eventcombo, which provide scalability, customization, and robust support. 

Challenges with Traditional Event Check-Ins 

Despite advancements in event technology, many organizers still rely on outdated check-in methods that introduce significant drawbacks: 

• Inefficiency: Long lines and bottlenecks frustrate attendees, leaving a poor first impression. 
• Errors: Manual data entry is prone to mistakes such as misspelled names, missing details, or duplicate records. 
• Limited Insights: Paper-based systems provide no real-time tracking, making it impossible to monitor attendance or adapt quickly. 
• Inflexibility: Handling last-minute walk-ins or registration changes becomes time-consuming and chaotic without digital tools. 
• Adoption Barriers: High upfront costs and onboarding challenges often deter smaller organizations from using event check-in apps. 

However, the true cost of these inefficiencies, attendee dissatisfaction and lost opportunities far outweighs the expense of adopting the right technology. With apps available across a wide price range, there’s a solution to fit every budget and event need. 

Key Features to Consider When Selecting an Event Check-In App 

When selecting an event check-in app, it’s important to choose a platform that aligns with your event's specific needs and enhances the overall experience. Here are some key features to look for before making your decision. 

• Flexible Check-in Methods: Look for software that supports multiple check-in options like self-check-in, manual check-in, and QR code scanning. This variety reduces wait times and accommodates different attendee preferences. 
• Session Tracking: For conferences or events with multiple sessions, ensure the platform offers session-specific check-ins. This feature helps track attendance for individual sessions, providing valuable data for future programming and insights. 
• Comprehensive Event Features: The best event check-in platforms often offer additional features, such as personalized event agendas, networking opportunities, and engagement analytics. These tools enhance the overall event experience, making the platform more than just a check-in tool. 
• Customer Support: Choose a platform that provides 24/7 support, ensuring that any technical issues during your event can be quickly addressed. 
• Security and Privacy: Protecting attendee data is critical. Ensure the software complies with relevant privacy laws and has strong security measures in place to safeguard personal information. 

19 Best Paid Event Check-In Apps 

1. Eventcombo EntryPilot Organizer App 

Eventcombo’s EntryPilot Organizer App is more than just a check-in tool; it’s a crucial part of the all-in-one Eventcombo platform, designed to simplify and enhance every aspect of the event experience. Whether you're organizing a small seminar or a large-scale conference, Eventcombo helps streamline the check-in process, registration, event website, email marketing venue management and meeting management all of which syncs seamlessly ensures everything runs smoothly, from check-in to post-event reporting. 

What really sets Eventcombo’s Entrypilot Organizer App apart from other event check-in apps is its seamless integration with the entire Eventcombo ecosystem. This integration empowers event organizers with full control over their check-ins, registrations, and all associated tasks, from start to finish. The platform is recognized by G2 for its ease of use, and it’s become a favorite among event professionals looking for a reliable and efficient event management tool. 

Key Features: 

1. Multiple User Logins: Eventcombo allows multiple team members to log in and manage the check-in process simultaneously. This feature makes it easier to manage everything in real-time and collaborate without issues. Whether you're handling a small gathering or a large event, this capability enhances team efficiency and speeds up check-ins. 
2. Instant Badge Printing: Instant badge printing allows you to print attendee badges on-demand, eliminating the need for extensive pre-event setup and reducing waste from no-shows or registration changes. 
3. Simple QR Code Scanning: The event check-in app allows attendees to quickly check in by scanning QR codes, which minimizes wait times and eliminates the need for manual data entry. Quick attendee search leads to faster check-ins and smoother entry, making your event experience more efficient and less stressful for everyone involved.
    
   
   
4. Session Attendance Tracking: For events with multiple sessions or workshops, the event check-in app tracks attendance for each session. This feature provides valuable insights into session popularity and individual attendance, which is particularly useful for larger conferences or multi-session events. You can easily see which sessions are most attended and gather insights to optimize future events. 
5. Automatic Reporting: Eventcombo automates your reporting, eliminating the need for manual data entry. It generates detailed analytics and reports on event check-ins and attendee engagement, helping you stay on top of event progress and providing you with actionable insights for future events. 
   
   
   
6. Data Sync with CRM and Other Tools: One of the standout features of the Eventcombo app is its ability to sync attendee data with your existing CRM or other third-party tools. This ensures all attendee information is up to date across platforms, helping you streamline your follow-up process and track engagement more effectively. 
7. Real-Time and Post-Event Analytics: Eventcombo goes beyond check-in to offer real-time data and analytics throughout your event. Track attendee behavior, no-shows, and session participation in real-time. After the event, you'll receive comprehensive post-event reports that detail everything from session attendance to overall event performance. 

2. Cvent OnArrival 

Cvent OnArrival is Cvent's leading event check-in app, designed to streamline the attendee check-in process with features like mobile scanning, instant badge printing, and real-time attendance tracking. Its intuitive interface and robust capabilities make it a reliable solution for corporate and professional event organizers, particularly for large-scale, high-attendance events. 

Key Features: 

• Mobile Scanning: Speed up check-ins by scanning QR codes or barcodes. 
• Instant Badge Printing: Print attendee badges on-demand, reducing pre-event setup. 
• Real-Time Reporting: Access live data on attendance numbers and patterns. 

Best Suited For: Trade shows, corporate events, conventions, and other high-attendance gatherings. 

3. Aventri Aloha 

Aventri Aloha is an iPad-based event check-in app that simplifies attendee management with advanced check-in features and barcode scanning. Its data-driven approach helps organizers gather valuable insights and dynamically adjust logistics in real time. 

Key Features: 

• Advanced Check-In: Streamlined check-in process with iPad integration. 
• Barcode Scanning: Quick and accurate attendee identification. 
• Data Analytics: Real-time tracking of attendee insights for better logistics management. 

Best Suited For: Corporate meetings and hybrid conferences. 

4. Eventbrite Organizer 

Eventbrite Organizer is a user-friendly event check-in app that allows event organizers to manage ticketed events with ease. It offers QR code-based check-ins and integrates directly with the Eventbrite platform, making it ideal for events that already use Eventbrite for ticketing. 

Key Features: 

• QR-Based Check-Ins: Fast check-ins using QR code scanning. 
• Ticket Management: Easy handling of ticketed events within the app. 
• Event Integration: Seamless connection with Eventbrite for a smooth experience. 

Best Suited For: Local events, concerts, and ticketed gatherings. 

5. RegFox 

RegFox offers fully customizable event registration and event check-in software with a focus on creating branded, professional attendee experiences. Its mobile check-in and badge printing features make it a great option for corporate events and other polished gatherings. 

Key Features: 

• Mobile Check-Ins: Quick and easy check-in process via mobile devices. 
• Badge Printing: Print custom badges on-site for attendees. 
• Custom Branding: Tailor the registration experience to reflect your brand. 

Best Suited For: Conferences, camps, workshops, and classes.

6. vFairs Mobile Event App 

vFairs is an event management platform that specializes in virtual and hybrid events. With powerful check-in tools and customizable event features, it offers a seamless experience for both in-person and remote attendees. 

Key Features: 

• Virtual & Hybrid Check-Ins: Supports both in-person and online attendee check-ins. 
• Customizable Badges: Personalized badges for all attendees, enhancing event branding. 
• Event Analytics: Real-time insights on attendee engagement and event performance. 

Best Suited For: Virtual conferences, hybrid events, and expos

7. Bizzabo Onsite Command mobile app 

Bizzabo is an all-in-one event platform known for its robust check-in app and comprehensive event management features. It supports smooth in-person check-ins and integrates with various event technologies for an enhanced attendee experience. 

Key Features: 

• QR Code Check-Ins: Fast, QR code-based check-in process. 
• Event Management Integration: Seamlessly integrates with other event tools for an optimized workflow. 
• Attendee Engagement: Features like networking tools and session tracking to boost attendee interaction. 

Best Suited For: Conferences, trade shows, and corporate events. 

8. Attendify App 

Attendify combines mobile-first check-in with engagement tools to create a seamless event experience. It excels in real-time analytics and session tracking, making it particularly effective for events focused on networking and attendee interaction. 

Key Features: 

• Mobile Check-In: Easy event check-ins directly through attendees’ mobile devices. 
• Real-Time Analytics: Track attendee behavior and session engagement. 
• Session Tracking: Monitor attendance and interactions during sessions. 

Best Suited For: Trade shows, meet-ups, and expos. 

9. The Whova App 

Whova is a holistic event platform that integrates check-ins with event schedules, attendee networking, and real-time data insights. It’s ideal for organizers looking for a comprehensive solution that goes beyond simple check-in functionality. 

Key Features: 

• Integrated Check-Ins: Streamlined check-in process within the platform. 
• Attendee Networking: Built-in tools for networking and social interaction. 
• Real-Time Insights: Access live data on attendee behavior and event performance. 

Best Suited For: Conferences, expos, and association events. 

10. Webex Events Onsite 

Webex Events offers an advanced check-in experience with QR-based scans and session capacity management. Its robust hybrid event features make it a go-to for tech-forward event organizers, especially those hosting virtual or hybrid gatherings. 

Key Features: 

• QR-Based Check-Ins: Simple and efficient QR code scanning for attendees. 
• Session Management: Easily manage session capacity and attendance. 
• Hybrid Integration: Smooth integration for both in-person and virtual event experiences. 

Best Suited For: Virtual, hybrid, or large-scale in-person events. 

11. CrowdPass 

CrowdPass focuses on safety with its touchless check-in and health screening features, making it ideal for events that need to comply with health protocols. This app ensures a safe and secure check-in process for all attendees. 

Key Features: 

• Touchless Check-Ins: Contactless check-ins to ensure safety. 
• Health Screening: Integrated health protocol checks for compliance. 
• Secure Entry: Verified health checks before granting event access. 

Best Suited For: Events prioritizing health and safety measures. 

12. Certain 

Certain is a high-end event platform designed for enterprise-level events. It offers detailed attendee insights, automated workflows, and CRM integrations to ensure seamless event management for large-scale conferences and corporate meetings. 

Key Features: 

• Detailed Attendee Insights: In-depth data to enhance event planning and engagement. 
• Automated Processes: Streamlined workflows for a smooth event experience. 
• CRM Integrations: Seamless connection with CRM tools to manage attendee data. 

Best Suited For: Enterprise conferences and corporate meetings. 

Top Free Event Check-in App 

Event check-in apps are essential for any event, but smaller or not-for-profit events often have tight budgets. That’s where free event check-in apps come in handy— they help streamline the process without breaking the bank.

13. Eventleaf Check In 

Eventleaf offers a straightforward, free check-in solution, ideal for smaller events like workshops or local meetups. The free version is perfect for events with fewer than 100 attendees, with paid upgrades for custom branding and reporting features. 

Key Features: 

• QR Code Scanning: Fast and efficient check-in using QR codes. 
• Mobile App: On-the-go check-in and attendee management via mobile. 
• Custom Branding: Available with paid plans to enhance event personalization. 

Best Suited For: Small to medium-sized events such as workshops and local meetups. 

14. Google Forms 

Google Forms is a free, simple tool that allows users to create custom registration forms, which can be used for check-in. While lacking advanced features like QR code scanning, it's a practical solution for very small or casual events where minimal management is required. 

Key Features: 

• Custom Registration Forms: Create forms to capture attendee details. 
• Google Sheets Integration: Track attendance with Google Sheets for easy data management. 
• Basic Check-In: Simple check-in without QR scanning or event-specific features. 

Best Suited For: Informal, small-scale events or community gatherings. 

15. Zoho Backstage 

Zoho Backstage is an event management platform that offers a free plan with basic event check-in tools, making it suitable for small corporate events. It integrates well with other Zoho products, allowing for simple registration and mobile check-ins. 

Key Features: 

• Mobile Check-Ins: Easy check-ins via mobile app for attendees. 
• Event Management Tools: Basic tools for managing small corporate events. 
• Zoho Product Integration: Works seamlessly with other Zoho products for enhanced functionality. 

Best Suited For: Small corporate events or internal team gatherings. 

16. Ticket Tailor 

Ticket Tailor is primarily a ticketing platform but also offers a free mobile app for check-ins at non-ticketed events. It's a great option for non-profit or free public events. Paid plans unlock additional features like ticketing and customization options. 

Key Features: 

• Free Check-In App: Supports check-ins for free events via mobile. 
• Paid Ticketing Features: Available with paid plans for ticketed events. 
• Customizable Event Management: Options to add customizations to ticketing and check-in. 

Best Suited For: Charity events or free public events. 

17. Guest Master 

Guest Master is a no-frills, user-friendly check-in app ideal for small private events. It allows for simple QR code scanning and basic guest list management, making it a great choice for personal gatherings or intimate corporate events. 

Key Features: 

• QR Code Scanning: Easy, quick check-ins with QR codes. 
• Guest List Management: Basic management for small guest lists. 
• User-Friendly Interface: Intuitive design, making it easy for organizers to use. 

Best Suited For: Private events, parties, or small corporate gatherings. 

18. Eventzilla 

Eventzilla offers a free check-in solution with attendee registration and mobile access, and it integrates well with other event management tools. Premium plans provide additional features such as reporting and analytics. 

Key Features: 

• Free Check-In: Simple check-in for free events. 
• Mobile Access: Event access and management via mobile app. 
• Event Integration: Works well with other tools for event planning and execution. 

Best Suited For: Webinars, workshops, or community events. 

19. OneTap 

OneTap is a straightforward check-in app designed for simplicity. It offers a quick setup with QR code scanning, making it ideal for small, tech-savvy events that don’t require advanced features. 

Key Features: 

• Quick Setup: Easy to set up for immediate use. 
• QR Code Scanning: Fast check-ins with QR codes for a smooth experience. 
• Simple Functionality: Limited features, making it suitable for streamlined events. 

Best Suited For: Small, tech-savvy events looking for simplicity. 

Which Event Check-In App Should You Choose? 

Choosing the right event check-in app depends on your event's size, budget, and specific needs. Here's a quick guide to help you select the best option: 

Additional Considerations: 

• Integrations: Some apps offer seamless integrations with CRM tools, email platforms, and other event tech. 
• Customization: Look for apps that allow you to tailor the event experience, especially for branding or attendee engagement. 
• Support & Training: Larger events may benefit from apps that offer customer support and training to ensure smooth execution. 

Summing Up 

The future of event management lies in embracing technology that enhances attendee experiences. Event check-in apps are not just tools; they’re solutions that drive efficiency, reduce stress, and elevate the professionalism of your events. 

From free solutions for intimate gatherings to advanced options like Eventcombo for large-scale events, there’s a perfect match for every organizer. Ready to make the shift? Explore the possibilities and transform your next event into a seamless experience from the very first touchpoint.