How to choose a check-in platform: the criteria that actually matter

A market that lacks clear benchmarks

Search "check-in platform" and you'll get a dozen tools that all describe themselves as "simple", "fast" and "complete". It's hard to compare them objectively without a proper framework. Here are the criteria that actually make a difference in practice, beyond the marketing copy.

1. The attendee volume you actually manage

This is the first filter, and often the most overlooked one. Most platforms price based on attendee count or number of events, with fairly clear tiers. Before comparing prices, clarify your real need: an 80-person seminar, an 800-person conference, or several events of different sizes throughout the year?

Some tools are positioned for small, free or low-cost formats; others for mid-to-large professional events, priced accordingly. A tool built for high volumes isn't cost-effective for a 20-person meeting, and conversely, a limited free tool may lack features as soon as you go past a few hundred attendees.

2. Simultaneous multi-device access

If your event has a single entrance with one person at the desk, this criterion matters less. But as soon as you have two or more entrances, it's what prevents duplicates and missed check-ins: every device needs to access the same list in real time, with each check-in instantly visible to all desks.

Check this concretely: is access limited to one device at a time, or can several greeters check people in simultaneously without conflicts?

3. Search speed

Beyond QR code scanning (see below), manual search by first name, last name or email should be near-instant, even on lists of several thousand attendees. A tool that's slow here bottlenecks the whole queue whenever someone shows up without a QR code — which happens systematically, even if rarely.

4. Importing your existing lists

Your data probably comes from a registration form, an Excel file, or several sources you need to consolidate. Check that the tool accepts CSV/Excel imports without tedious reformatting, and that it detects duplicates automatically rather than letting you discover them on the day.

5. Exports and statistics after the event

The attendance report should be available immediately after the event, with no manual re-entry: who came, at what time, overall attendance rate. This data feeds both internal reporting and adjustments for your next events.

6. Data hosting and privacy compliance

Attendee lists contain personal data (names, emails, sometimes more). Check where data is hosted (ideally within the EU if you operate there), the default retention period, and whether the vendor provides clear documentation on compliance rather than a vague mention in the footer.

7. Temporary access for your welcome team

For an event with several greeters, especially external staff or contractors, giving them full access to your account is rarely a good idea. A good tool offers dedicated access links, time-limited, with differentiated permissions (for example: allowing statistics viewing or on-site registration, without giving access to the event's configuration).

8. Branding the check-in screen

Depending on your context (a branded event, an internal convention), being able to display your own logo and colors on the public check-in screen strengthens visual consistency. This is a secondary criterion for a small internal event, but it matters for high-visibility or brand-driven formats.

Summary grid

Criterion	Why it matters	What to check concretely
Volume and pricing	Avoids paying for unused features or getting stuck mid-way	Price tiers, included attendee threshold
Multi-device	Prevents duplicates across multiple entrances	Simultaneous access tested under real conditions
Search	Safety net for attendees without a QR code	Response time on a large list
Import	Time saved upfront	Accepted formats, duplicate detection
Export	Reporting without re-entry	Immediate availability after the event
Data compliance	Legal obligation, credibility	Hosting location, clear documentation
Team access	Security and autonomy for greeters	Temporary links with permissions
Branding	Brand consistency	Logo and colors on the public screen

Gatesly meets these criteria for mid-to-large professional events: CSV/Excel import, multi-device access, instant search, immediate export, compliant data hosting, and dedicated access for your welcome team. Compare plans →