Managing Event Check-Ins and Staff Assistance

Step 1: Open Events

On the day of your event, the event tile will display in green. You will also see two new options at the bottom of the tile:

• Start Scanning
• Ask for Check-in Help

You can view the guest list on the right side of the event tile.

Step 2: Share the scanner link with staff

If you need additional staff to help scan guests into the event, use Ask for Check-in Help.

1. Click Ask for Check-in Help.
2. Search and select the staff members who should receive the event scanner link.
3. Click Share.

Selected staff members will receive an email and/or text message with a login link to the event scanner.

Once they open the link, they can turn their device into an event scanner. This can be a phone, tablet, laptop, or any device with internet and camera access.

Step 3: Staff opens the scanner link

Staff members who receive the check-in help message can follow the link in the email or text message to access the scanner.

Step 4: Start scanning / Guest check-in

During event check-in, staff can scan a guest’s Circool Pass or look the guest up by name. Scanning guest can be done from a phone or tablet.  Any device with a camera. 

Click Start Scanning to open the event check-in tools.

Step 5: Scan the guest’s Circool Pass

The event scanner will default to the Circool Pass scanner.

Scan the guest’s Circool Pass to check them in. No event-specific ticket is required.

Step 6: Use Guest List to look someone up by name

If the guest does not have their Circool Pass ready, use the Guest List to look them up by name.

Step 7: Check in a Circool Ready guest

If the guest is Circool Ready, click Check In and allow them into the event.

Step 8: Help a guest become Circool Ready

If the guest is not Circool Ready, staff will need to verify the guest’s date of birth and take a quick photo to help complete their Circool profile.

Step 9: Review the screening result

Circool will run the appropriate safety checks, including a Sex Offender Registry check when required.

If no results are returned, staff can check the guest into the event and allow them through.

Step 10: Return to the Circool Pass scanner

If you are in the Guest List view, use the scanner button to return directly to the Circool Pass scanner.

Helpful tips

• Use multiple scanners: For large events, ask several staff members to help scan guests from phones, tablets, or laptops.
• Create a Circool Pass lane: Guests with a Circool Pass can usually move through check-in much faster.
• Use Guest List for manual lookup: If someone does not have their Circool Pass ready, look them up by name.
• Keep the line moving: If a guest needs extra review, direct them to the front office instead of holding up the event line.
• Prepare helpers early: Make sure check-in helpers are Circool Ready before the event begins.

What happens next

As guests are checked in, Circool updates the event guest list so your team can see who has arrived.

Staff can continue scanning Circool Passes, looking guests up by name, and routing any guests who need extra review to the front office.

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