How Car Show Expert handles check-in
The gate is where your registration system meets reality. Every feature below is designed to keep cars moving and volunteers confident — even when things don't go perfectly.
QR code check-in from any phone
Entrants show the QR code on their confirmation email or digital dash card. Gate staff scan it with any smartphone camera — the entrant is found instantly and checked in with one tap. No typing, no scrolling through a list.
Search by name, car number, make, or model
No QR code? No problem. Staff can search the entrant list by first name, last name, car number, make, or model. The search is instant and works across all registered entries simultaneously.
Works when the wifi drops
Car Show Expert caches the full entrant list locally on the check-in device when the page loads. If the venue's wifi goes down mid-show, check-in keeps working without interruption. Check-ins sync when the connection restores.
Two minutes per car is achievable
The check-in interface is built for speed. The search result appears as you type, the check-in button is large enough to tap in a hurry, and the confirmation is instant. A single volunteer with a phone can process a car every 90 seconds.
Print dash cards before gates open
Print all dash cards for confirmed registrations in a single batch before show day. Cards include the entrant's name, car details, class, car number, and QR code. Hand them out at the gate after check-in.
Multiple gate staff on the same list
Multiple volunteers can run check-in simultaneously from their own phones — all pulling from the same live entrant list. Check-in status updates in real time across all devices, so two staff members can't accidentally check in the same car twice.
The check-in workflow on gate day
- 1Staff open the check-in screen on their phone — the entrant list loads and caches automatically
- 2Entrant pulls up and shows their QR code (from confirmation email or dash card)
- 3Staff scan the code — the entry appears instantly on screen
- 4Staff confirm the vehicle matches and tap 'Check In'
- 5Hand the printed dash card to the entrant and direct them to their spot
- 6Repeat — a practiced volunteer can do this in under 90 seconds per car
Always have a paper backup
Digital check-in is faster and more accurate than paper, but venues fail. Print an alphabetical backup list before gates open and know where it is. You'll almost certainly never need it — but on the one day you do, you'll be glad it exists.
Common questions
- Do gate staff need an account?
- Staff need to be invited to your show from the Staff page. Once invited, they log in with their email address and access the check-in screen directly. The check-in interface is the only thing they can see — they can't access registration settings or other organiser tools.
- What if an entrant doesn't have their QR code?
- Gate staff can search by name, car number, make, or model. They find the entry, confirm the vehicle matches, and check them in manually. It takes about 20 seconds instead of 5.
- Can I check in walk-ins who didn't pre-register?
- Yes. Organisers can add a new registration from the Registrations page and immediately check them in. This is the recommended walk-in workflow — it keeps your entrant list accurate and auto-assigns a car number.
- How does offline mode work?
- When a staff member opens the check-in screen, the full entrant list is cached on their device. If the connection drops, they can continue searching and checking in using the cached list. New check-ins are queued locally and synced when connectivity returns.
- Is check-in available on the Free plan?
- Yes. QR code check-in and name search are available on every plan, including Free. Offline caching is also included on all plans.
- Can I see check-in progress from the organiser view?
- Yes. The show overview shows a live check-in count and percentage. You can see exactly how many confirmed registrations have been checked in at any point during the show.