> For the complete documentation index, see [llms.txt](https://vendorspace.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://vendorspace.gitbook.io/docs/operations/check-in.md).

# Check-in

Event day is when everything comes together. The check-in feature helps you track each vendor's arrival and setup progress in real time, so you know exactly who is on-site and who is still missing.

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## How Check-In Works

Each vendor has one check-in record per event. As the vendor arrives and sets up, you (or your team) update their check-in status directly from Vendor Space. No paper clipboards, no manual spreadsheets.

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## Accessing Check-In

1. Navigate to the **Event** you are managing.
2. Click the **Check-In** tab.
3. You will see a list of all vendors registered for that event, along with their check-in status.

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## What You Can Track

Each vendor's check-in record includes four fields:

| Field               | Description                                                               |
| ------------------- | ------------------------------------------------------------------------- |
| **Arrival**         | Mark when the vendor arrives at the venue                                 |
| **Badge Picked Up** | Confirm the vendor has collected their badge or credentials               |
| **Setup Complete**  | Confirm the vendor's booth is set up and ready for the public             |
| **Notes**           | Add any relevant notes (late arrival reason, special setup needs, issues) |

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## Updating Check-In Status

To update a vendor's check-in:

1. Find the vendor in the check-in list.
2. Click the checkbox next to each milestone as it happens:
   * Check **Arrived** when the vendor shows up.
   * Check **Badge Picked Up** when they collect their badge.
   * Check **Setup Complete** when their booth is ready.
3. Add any **Notes** if needed (for example, "Arrived 30 minutes late, needs extra setup time").

Updates save automatically -- no need to click a separate save button.

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## Check-In at a Glance

The check-in list gives you a quick visual overview of your event's status:

| Indicator                    | Meaning                                |
| ---------------------------- | -------------------------------------- |
| **All checkboxes complete**  | Vendor is fully checked in and ready   |
| **Some checkboxes complete** | Vendor is on-site but still setting up |
| **No checkboxes complete**   | Vendor has not arrived yet             |

> **Tip:** Sort the check-in list by status to quickly see which vendors have not arrived. This makes it easy to identify who you might need to call or message.

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## Quick Check-In

The check-in tab includes a **Quick Check-In** search box. Type a vendor's name to filter the list, then click to check them in instantly. This is the fastest way to process arrivals at the gate.

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## Tips for Event Day

* **Assign a team member to check-in duty.** Having one person dedicated to updating vendor arrivals keeps the data accurate.
* **Use a tablet or phone.** Vendor Space works on mobile, so your check-in team can update statuses right at the entrance.
* **Add notes liberally.** If a vendor has an issue or a special request on arrival, write it down in the notes field so the rest of your team can see it.
* **Check the list 30 minutes before doors open.** This gives you time to follow up with any vendors who have not arrived or completed setup.

> **Tip:** After the event, review the check-in data to identify vendors who were late or had setup issues. This information is valuable for planning future events and deciding which vendors to invite back.